Administrative Assistant II - Special Education Related Services Center for Education Services

Job Description:  Administrative Assistant II - Special Ed Related Services (Grant Funded)

Position Overview

• Location: Center for Education Services
• Compensation: Grade 7 of the ESP Salary Scale 
• Schedule: 7.5 Hours/Day
• Work Year: 10-Month
• Reports To: Coordinator of Special Ed Related Services
• Benefits: Employee Benefits Summary

Minimum Requirements:

• Education: Must be at least 18 years old; Must hold a high school diploma, GED, or equivalent
• Experience: Three (3) years of successful administrative assistant, secretarial, or office management experience.
• Knowledge/Skills/Abilities: 
  • Excellent written, verbal, and interpersonal communication skills.
  • Demonstrated organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
  • Proficiency in Microsoft Office Suite (Word, Excel, Outlook, Teams) and other database and student information systems.
  • Ability to prepare reports, correspondence, and maintain accurate records.
  • Ability to exercise sound judgment, maintain confidentiality, and work independently.
  • Ability to establish and maintain effective working relationships with staff, families, community agencies, and the public.
• Attendance: Regular and predictable attendance is an essential function of this position.
• Accommodations: Ability to perform essential job functions with or without reasonable accommodations.

Preferred Qualifications:

• Associate degree in Business Administration, Education, Office Management, or a related field.
• Experience working in a public school system or Special Education office.
• Knowledge of Maryland Online IEP (MOIEP) or comparable Special Education student information systems.
• Experience with Medicaid Eligibility Verification System (EVS), Medicaid billing, or related documentation.
• Knowledge of Individuals with Disabilities Education Act (IDEA), Individualized Education Programs (IEPs), Individualized Family Service Plans (IFSPs), and related Special Education processes.

Role Responsibilities:

• Assist with the monitoring of medical billing documentation, including monitoring assessment documentation, service audits, paper log billing, and required followup activities.
• Maintain professional development records for special education paraprofessionals in the areas of CPI, Ukeru, First Aid/CPR, etc.
• Perform a variety of advanced administrative and secretarial duties to support the Special Education Related Services Department.
• Prepare, process, distribute, and maintain correspondence, reports, forms, audits, and other departmental documentation.
• Coordinate and compile documentation required for meetings, services planning, compliance activities,  and departmental initiatives.
• Collect, organize, maintain, and disseminate information and records for Special Education Related Services staff, paraprofessionals, and case managers.
• Maintain confidential student, personnel, and departmental records in accordance with applicable laws, regulations, and Board policies.
• Coordinate purchasing activities, including requisitions, supply inventories, and ordering materials necessary to support department operations.
• Monitor departmental mailboxes, including American Sign Language (ASL) interpreter requests and Foreign Language Interpreter requests, and coordinate services with outside agencies.
• Coordinate mee