Administrative Assistant (Budgets, Grants, Paraprofessionals, Homebound)

Position Title: Administrative Assistant (Budgets, Grants, Paraprofessionals, Homebound) Hourly Rate range: TBD - based on exp. Contract Length: Twelve Months Reports to: Director of Exceptional Learners Basic Function: Processes, monitors and modifies special education department budget, including grants, Medicaid reimbursement and other designated funding. Processes changes in Special Education staffing as it relates to funding. Responds specifically to questions/concerns from paraprofessionals. Essential Duties & Responsibilities: Approve posted positions to validate vacancies and confirm that they are attached to the proper funding source. Initiate hiring as requested by supervisors (Ex: Deaf, Hard of Hearing, Blind/Low Vision, School Psychologists, SLPs, OT/PT, etc.). Process changes in Special Education staffing as it relates to funding. Maintain a database of all Special Ed staff to help maintain position control. Revise placement of itinerant staff each year. Demonstrate a working knowledge of classified staff contracts. Collaborate with HR to field/answer inquiries related to and stemming from paraprofessional staff. Write Special Education grants and submit the reports required for them; monitor grant salaries each pay day. Prepare information requested for audits. Follow up with CAP items, if required. Prepare quarterly/semi-annual reports for Proportionate Share dollars in federal grants. Process professional leave forms/travel reimbursements from the Special Education budget. Monitor Medicaid reimbursement; provides monthly report to Director of Exceptional Learning. Process reimbursement to parents transporting their students in lieu of SBCSC transportation. Verify and monitor students placed in other facilities for whom SBCSC is the LEA. Meet regularly with the Finance Department to ensure proper funding sources and budget adjustments and reimbursements. Maintain an accurate record of students receiving homebound services per medical documentation or Individualized Education Plan. Submit time for Homebound staff. Submit and maintain an accurate record of PRN staff time and grant funded additional assessment staff time. Submit time for PRN and grant funded additional assessment staff. Prepare and process purchase orders for special education equipment; process all invoices for payment, including those associated with salary for staff employed by contract companies. Perform related duties as assigned by the Director to meet the particular needs of the department. Supervisory Responsibilities: N/A Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Education and/or Experience: Prefer a minimum of an Associate's Degree or equivalent experience in data and/or budgeting. Experience in data entry, Filemaker, CODA, PowerSchool, Excel and DocView, preferred. Language Skills: Ability to communicate verbally and in print effectively and thoughtfully with parents, staff and other stakeholders. regulations. Write reports, correspondence, and related documents. Present information and respond to questions from employees. Reasoning Ability: Identify, research, and resolve concerns. Awareness of the need for sensitivity to the emotion related to meeting the needs of special education students and their families. Other Skills and Abilities: Ability to work collaboratively with staff, and other stakeholders. Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee is occasionally required to stand and walk. Must have a valid driver's license. Specific vision abilities required by this job include close vision such as to read typed or handwritten work. The employee frequently works irregular hours. Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually very quiet. Work is performed indoors. Works in standard office and school building environments. Must be able to work regularly scheduled hours and weekends when needed. Must be able to handle stress. " />