Summary
Provides administrative and operational support for school programs by maintaining student records and databases, coordinating IEPs and related documentation, supporting attendance, enrollment, immunization, and ADA reporting, and facilitating communication with families, school districts, and staff. Coordinates school activities, trainings, drills, medication requirements, and student discharges while assisting with HR, payroll, purchasing, invoicing, and other campus administrative functions. Requires strong organization, attention to detail, confidentiality, and effective communication in English and/or Spanish.
Role and Responsibilities
- Maintains transcripts and other school records; updates transcripts of students
- Schedules and sets up all IEP's including those held virtually
- Updates and maintains student database
- Completes school Districts/LHC/Parent communication as needed and directed in
- English and/or Spanish
- Manages IEP - Including but not limited to the entire Docusign process of collecting and following up for necessary signatures and double-checking IEP services in "yellow sheet"
- Manages SEIS/Siras/EV system IDs and passwords
- Coordinates medication requirements of students with teachers and nurse
- Responsible for all discharge filing, including uploading all necessary documents into Dropbox
- Responsible for annual immunization reporting
- Coordinates school activities, trainings, and campus drills
- Updates monthly ADA reports
- Processes reimbursements and invoices for payments
- Updates and processes meal counts with Cafeteria Manager
- Processes shirt requests as needed
- Updates class rosters as needed
- Updates attendance sheets in Shared Folder as needed
- Coordinates and schedules staff trainings with HR, aides, and trainers (Pro-ACT, First aide, etc.)
- Assists HR in scheduling interviews
- Assist in reviewing aide timecards
- Updates and prepares progress report cards every quarter for teachers
- Performs other reasonable related duties as assigned
Job Requirements
- Minimum of BA/BS degree
- Minimum of 3 years of administrative/secretarial experience, preferably in a school setting
- Bilingual (Spanish) preferred
- Strong analytical skills and the ability to quickly learn and apply technical knowledge
- Excellent oral and written communication skills
- Exceptional interpersonal and customer service skills
- Strong knowledge of a variety of computer programs including database, spreadsheet, word processing programs, presentation, and E-mail functions. Canvas knowledge is a plus.
- Valid CA drivers license
- Must fulfill all requirements of employment, including clearance of all required background records (e.g. Department of Justice, Child Abuse, California Community Care Licensing, County Sanction List, etc.), professional and physical examination, and drug testing
Physical Requirements
In the course of performing this in-person job, the incumbent must be able to lift at least 40 lbs. Frequent sitting, twisting, typing, talking, hearing, and repetitive motions. Occasional walking, standing, bending, grasping, pulling, pushing, and reaching.