BENTON HARBOR AREA SCHOOLS

JOB DESCRIPTION

JOB TITLE:                   Special Education Department Manager

SUPERVISOR:             Special Education Supervisors

LOCATION:                    Benton Harbor Area Schools- Central Administration

Job Summary:

Full spectrum office management support to the special education department and staff including matters of a confidential nature. Assist with efficient compliance to the state-mandated special education procedures in the district.

JOB FUNCTIONS AND RESPONSIBILITIES: 

• Manage Department Public Relations; address any issues or concerns that do not require supervisor’s attention
• Manage Illuminate Dashboard: run reports, receive requests, and ensure that meetings are scheduled within appropriate timelines, and all legal notices provided. Follow up on meetings not closed or published on the meeting date.
• Coordinate transportation according to students’ IEPs.
• Reconcile student records for special education students for student count
• Oversee Medicaid reporting
• Manage student records and office inventory
• Organize teacher caseloads
• Maintain department records, forms, and records requests
• Assist with professional development
• Distribute Random Moment Time Studies (RMTS) to special education personnel.  Send email reminders to teacher & copy principal when not done on time. 
• Initial Requests or Referrals for Special Education Evaluations – Inform supervisors of request. Respond to/Contact parents regarding requests/referrals for an evaluation of their child and schedule meetings with parents. Send invitation letters/calendar invites to all necessary attendees of the meeting.  Maintain log of communications and steps taken to ensure that deadlines are not missed.
• Build Up Michigan – Receive requests.  Create a log & distribute requests to Build Up Michigan Coordinator.  Document on log when evaluation is complete.  Cross check with report from Build Up Michigan Coordinator.
• Delinquent Medicaid Notification – Contact special education staff who are delinquent in submitting Medicaid reports to Berrien RESA giving them 24 hours to complete billing.  Inform special education supervisors of those who do not comply.  RESA contact: Heidi Cuthbert.
• Liaison with Berrien RESA – Communicate with Berrien RESA personnel responsible for student data, district staffing & certification.
• Update Teacher Caseload Lists – Teacher caseload lists are updated as new students enroll, current students move, or student placement changes are made. Changes are reviewed on a weekly basis.  Confirm accuracy of caseload lists by comparing with Illuminate list. Updated lists are distributed to necessary personnel. Teacher caseload binders are collected and redistributed as caseloads change. Communicate with teachers regarding procedures for receiving and returning IEP binders. Teachers are responsible for records contained in the binders.
• Illuminate Management – Open necessary documents to facilitate special education meetings (REED’s, IEP’s, MDR’s, etc…) Prepare copy and distribute all necessary paperwork to facilitate IEP meetings. Track deadlines for IEPs and other special education paperwork and notify staff in advance of deadlines. Daily check the Illuminate error report and confer with supervisors or speech therapists to maintain compliance with Illuminate documentation.
• Maintain Department Attendance/Payroll Records – Submit attendance/payroll sheets and conference requests for department personnel. Review conference reimbursement requests for accuracy prior to submitting for signature(s). Assist personnel with absences in AESOP.
• Manager of Supply Orders – Receive and process supply orders for department personnel.  Request purchase orders or check requests with supervisors’ approval.
• Social Security Documentation – Complete SSI forms for special education students receiving SSI.  Check with the school to determine if student is attending and indicate on the form.  Return forms and copies of IEPs to Social Security.  Forms completed annually for each student.
• Staff Meeting Assistant – Schedule and assist in preparing for support staff and other department meetings.
• Documenting Suspension/Expulsion of Special Education Students – File suspension/expulsion letters from the principal’s/superintendent’s offices and confer with Special Education Supervisor regarding special education services while expelled.  Services are to be documented on an IEP and placed in the student’s special education file.
• Scheduling – Request an electronic schedule from all supervisors and teachers and also building master schedules. Keep track of meeting scheduling document. Ensure that meetings are scheduled within appropriate timelines.
• Complete semi-annual PARS Report for special education professional staff.

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. 

- Associate’s degree (A.A.) or equivalent from two-year College or technical school; or one or more years related experience and/or training; or equivalent combination of education and experience. Prior successful experience working in a school setting strongly preferred.

- Knowledge of computers, filing and office equipment. Ability to rapidly and accurately enter and retrieve computerized data.

- Must be able to meet and interact with employees and parents/guardians in routine situations, which require tact, discretion, and courtesy.

- Ability to select appropriate channels for resolving concerns/problems.

- Maintain communication and working relationship with special education personnel in the county.

- Knowledge of special education laws and regulations related to documentation and reporting.

- Requires conscientious attention to detail and commitment to accuracy for local, state, and federal reporting.

- Ability to set priorities and work well under pressure.

- Maintain professional conduct

- Ability to maintain confidentiality

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.
While performing the duties of this job, the employee is regularly required to stand, walk, sit and talk.  Specific vision abilities required by this job include close vision, distance vision and depth perception.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.  Job descriptions are not intended as and do not create employment contracts.  The organization maintains its status as an at-will employer.  Employees can be terminated for any reason not prohibited by law.
                                                     

EQUAL OPPORTUNITY EMPLOYER