Administrative Assistant to the Assistant Superintendent of Student Services at Suburban Cook County Online Application Consortium

Secretarial/Clerical

11/21/2024

District Administrative Office

TBD

Until Filled

Qualifications

• Must be able to efficiently and effectively perform specific tasks/duties in accordance with established department procedures including data entry, word processing, answering phones, filing, running reports, preparing purchase orders, etc.
• Must be calm in demeanor, professional, courteous and able to maintain confidentiality.
• Computer skills - proficient with Excel (docs, slides and sheets) along with Microsoft Office applications.
• Highly organized
• Ability to multitask
• Willingness to learn special education deadlines and regulations
• Excellent interpersonal skills
• Problem solving skills

Responsibilities listed below represent an overview of the responsibilities for this position:

• The 12-month administrative support staff position will report to the assistant superintendent of student services.
• Organize and upload IEP documents and files to program hub (IStar)
• Manages and maintains a variety of systems such as Medicaid School Based Services System, TAMES, EasyIEP, ISBE (SIS, Year End Collection, Data Quality Dashboard, Illinois Science Assessment, and IStar), Pearson Access Next(PAN). This includes enrollment of users, providing permissions for service tracking, and monitoring. Responsible for all student data uploaded to ISBE.
• Notify staff of Random Moment Time Studies (RMTS), Open Billings, and follow up with staff to ensure timely and accurate completion.
• Provides reports related to Medicaid as requested including completed and open billings
• Completes exit procedures for all students who leave special education due to graduation and/or decertification. This includes ECRS forms for preschool students.
• Completes Protocol Maintenance/Destruction and Special Ed File Destruction
• Direct, make phone calls to parents, agencies, service providers.
• Order and distribute supplies
• Submit student transportation
• Assist with Extended School Year programming for internally and externally placed students
• Create and maintain a filing system
• The Administrative Assistant provides clerical and organizational support to the instructional supervisor and provides ongoing assistance to the district staff.
• The Administrative Assistant coordinates office support services.
• Assist with Multilingual Department duties which includes and is not limited to attaining student information regarding home language survey, Access Scores, student language proficiency information from previous district, and data entry in SIS.
• This individual is familiar with school policy and procedures, legal special education requirements, as well as departmental goals and performs duties in a fast-paced environment with numerous interruptions.
• The assistant will maintain and encourage a positive atmosphere that supports a cooperative and efficient work environment.
• Performs other activities/duties as assigned.

WORKING CONDITIONS:

• An employee working in this assignment will be required to sit for long periods of time and work on a desktop computer.
• Data entry and record search is a large part of the duties of this position and repetitive hand motion will be required.

Benefits

• Health/Dental/Life Insurance benefits available with generous board paid percentages. Insurance benefits available on the first day of employment

Terms of Employment

• 12-month position
• 8 hours per day