Associate Clerk- Special Services

Job Title: Associate Clerk- Special Services

Reports to : Assistant Director of Special Services

Wage Status: Non-Exempt

Department/Campus: Special Services

Pay Grade: Paraprofessional - PG 5

Work Days: 240

Primary Purpose:

Provide clerical support for efficient operations at the Central Office. Assist the PEIMS supervisor with data entry, filing and scanning, and sending out records. Assist with inventory and maintenance of Special Services and Assistive Technology (AT) devices, mobile devices, and specialized software and subscriptions.

Qualifications:

Education/Certification:

High school diploma or GED

Associate or Bachelor Degree preferred

Special Knowledge/Skills:

• Ability to work well with peers
• ability to communicate effectively
• Proficient knowledge of Google Suite and Office 365 to develop spreadsheets, databases, and word documents
• Knowledge of iOS and windows based systems
• Knowledge of Laserfiche
• Experience with inventory control
• Effective organizational, communication, and interpersonal skills
• Ability to use personal computer and software
• Experience working with students with special needs is preferred

Experience:

At least one year of clerical support experience

Essential Job Functions:

• Ensure all direct medical service provider participate in the Random Moment Time Study (RMTS) in an effort to maximize salaries included in the Cost Report
• Ensure all practitioners on the provider list are correct each quarter and in the appropriate category to submit billing claims throughout the school year
• Monitor specialized transportation sessions data entry and convert eligible sessions when received by transportation, to be uploaded into the SHARS database
• Schedule intake screenings for children ages 3-5 with suspected disabilities
• Serve as the CSID liaison with Early Childhood Intervention (ECI) to identify needs and arrange meetings with appropriate staff members and parents to ensure compliance with transition timelines
• Assist early childhood evaluation team in securing medical records, social history, and other relevant information needed for evaluations
• Assist with preparation of materials for mailing/emailing/records distribution
• Assist with maintenance of records such as scanning, filing, etc.
• Utilize online system (Esped) to enter data necessary for processing referrals to special education
• Receive incoming calls, take reliable messages, and route to appropriate staff
• Prepare written correspondence forms, schedules, or reports as requested
• Prepare meeting agendas and communication as requested
• Ensure work is correct, neat, and completed in a reasonable time, and meets, required deadlines.
• Greets visitors; responds to questions, provides information, documents, and instructions or directs visitor to appropriate party
• Responds to requests for information via mail, phone or in-person; gathers appropriate forms and documents, searches for and copies documents from archived records and forwards to requestor
• Maintain physical and computerized files including inventory of mailing lists, student records, logs, and office communication
• Attends meetings as required and provide clerical support
• Opens sorts and distributes incoming mail and processes outgoing mail as needed
• Copies, distributes and files paperwork such as records or general correspondence
• Performs data entry into automated programs to track required student information, filings, or other pertinent data, depending on assignment
• Assist with maintenance and set up of mobile devices
• Assist in setting up and maintaining users of subscription-based services for students, teachers, and assessment staff
• Conducts internet searches for product information and prices
• Logging in special education and assistive technology equipment to the inventory and maintain equipment tags
• Assists in maintaining the inventory of assistive technology devices, mobile devices, and software.
• Assist in the creation and design of needed assistive technology materials
• Perform other related duties as assigned

Expectations:

• Maintain confidentiality of student information
• Accuracy - work is neat and correct and completes all work assigned.
• Personal attributes - neat and clean in dress and appearance, works with others in a positive manner, adapts quickly to changing situations, arrives to work on time
• Professional Behavior - maintains high level of ethical behavior, avoids gossiping, handles confidential information, avoids speaking ill of other personnel, and avoids doing personal business at work
• Student Relations - shows respect to students, shows concern and encouragement for students and has positive attitude when working with students
• General Attributes - demonstrates ability to remain calm and withstand pressure
• Public Relations - Interacts well with students, parents, teachers, peers, and the general public and promotes a positive image of self and school
• Report to work in a timely manner according to assigned schedule
• Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position
• Travel within the district to assigned locations

Professional Conduct:

• Maintain professional interactions with staff, parents, community and visitors
• Demonstrate the ability to remain calm and withstand pressures
• Demonstrate flexibility to change in routine and adapt quickly to changing situations
• Demonstrate respect, courteous to peers and visitors and assist fellow workers willingly
• Avoid gossip, or speaking badly about the district and district personnel

Supervisory Responsibility:

None

Equipment Used:

Personal or laptop computer, printer, copier, fax machine, shredder, calculator, telephone, electronic mobile devices, projector, and video display monitor and/or wheelchair lift adaptive equipment and ramps as needed.

Working Conditions:

Physical Demands /Mental Demands/ Environmental Factors:

The working conditions described 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 and expectations.

Regularly sit, talk or hear; frequently required to use hands to finger, handle, or feel; frequent repetitive hand motions; prolonged use of computer; occasionally lift and/or move up to 10-50 pounds; occasionally required to stand, walk reach with hands and arms; vision abilities include close vision; and color vision, regularly work with frequent interruptions, maintain emotional control under stress; the noise level is usually moderate. The employee may spend long hours in intense concentration which requires attention to detail and high levels of accuracy. There are a number of deadlines associated with this position, which may cause significant stress. The employee must also deal with a wide variety of people on various issues. Predictable and regular attendance expected.

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required. The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

CSISD does not discriminate against any employee or applicant because of race, color, religion, gender, age, national origin or disability. The district provides equal access to the Boy Scouts and other designated youth groups.