Special Education Records, Admin Assistant

JobID: 10267 Position Type: Administrative Support Staff/Administrative Assistant Date Posted: 2/13/2024 Location: Basil T Knight Center (BTK) Date Available: 2023-24 Closing Date: open until filled Job Title: Specialist, Student Records Pay Program: Support Staff FLSA Status: Non-Exempt Reports to: Chief Academic Officer Pay Range: CH 12 $21.
67 - $24.
10 Work Year: 207 Days / 8 Hour VISION: To Engage, Equip, and Empower Each and Every Student, Each and Every Day.
SUMMARY: Operating under the general direction of the Chief Academic Officer and educational department Directors, this position manages and provides a variety of administrative and public relations supports to insure an efficient operation of all Student Records throughout the school district and state while maintaining extreme confidentiality at all times.
This employee ensures that all federal, state, and District student data input and reporting submissions standards and requirements are being met as required/expected.
Position may provide training and oversight to building and departmental level records staff and works collaboratively with Colorado Department of Education (CDE), district staff, and others in order to efficiently monitor and maintain student data and strict reporting compliance.
This position is the primary point of contact for CDE mandated reporting and as such must work cooperatively to facilitate these interactions.
ESSENTIAL DUTIES AND RESPONSIBILITIES: 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.
Job Tasks Descriptions Oversees student cumulative records files that include the following; attendance, discipline, entry and withdrawal coding, testing results, health and immunizations, registration and withdrawal process, custody issues and disputes.
This position is responsible for the integrity, veracity, and scope of the data collected from all teachers and providers to be submitted to Colorado Department of Education (CDE) on behalf of our students.
Other responsibilities include providing adequate documentation (state mandated) for all students leaving the District in order to lessen our school district “drop out” rate.
Expectations of this role include a high level of customer service to solve individual issues, data discrepancies, and ensuring the overall data accuracy/integrity.
Results of these actions can affect overall student funding in and the impact of an error could be very significant.
Ensures the complete and accurate tracking and record keeping of all Students Records entering and leaving the District.
Expectations include maintaining a strong communication channel with Special Education Records Specialists as well.
A primary responsibility includes data entry necessary to complete reporting for state, federal and local level oversight.
This employee oversees the student’s electronic CUM-file and facilitates records transfers to other District as well as tracking incoming records for new students/newly identified students.
Employee supports the Chief Academic Officer and educational departments reviewing reports submitted and ensuring these records meet extensive criteria and the standards required of CDE and other regulatory agencies.
Maintains an extensive knowledge of current Board Policies, Colorado Department of Education Regulations, and State & Federal Laws as they relate to Student Records.
Specifically, this position holds a comprehensive knowledge of state archiving processes and retrieval of student records procedures as well as other special education records requirements.
This position is a resource to educational staff regarding student records and record keeping and as such holds an expectation to assist in these matters.
Interactions with parents, guardians and other interested parties requires a strong knowledge of policies, current practices, and appropriate courses of action.
Other duties the employee performs for the department include assisting other governmental agencies regarding locating students as appropriate and maintaining relevant Board of Education minutes and policies.
In addition, this role acts as a liaison between schools and legal counsel for district regarding student records topics and the employee may represent the District in court actions regarding student records.
For instances this role assists on custody issues related to student records, interpret and safeguard policies and legal documents and composing correspondence as needed.
Requires an expertise regarding the student software system and employee holds an expectation to assist other staff with their access permissions and/or problem-solving issues.
Employee may develop and implement a training program for Record Clerks, School and Attendance Secretaries.
Oversight and training programs include policies and procedures for department/building level record management, storage, retrieval, and removal in order to ensure homogenous, complete, and compliant student records.
Manages the process of records transfer for students moving between schools/districts which holds an expectation for comprehensive records management, knowledge for state archiving and retrieval of student records.
Complying with federal, state, and District policies employee ensures student documents are sent/received.
Duties require employee to actively collaborate with technology department staff in order to ensure student’s on-line registration systems are working and ready for high volume registration cycles.
Perform other duties as assigned.
EDUCATION AND RELATED WORK EXPERIENCE: High school diploma or equivalent required*, plus courses in business, office management, technology, library science, office technology and/or office skills; Preference given for Associates’ Degree in Business, Library Science, Office Technology or other acceptable equivalent*; Bilingual oral and written skills, English/Spanish, are desirable; Minimum three years’ experience in a records/office management or an administrative assistant position required.
Preference given for prior school district experience; *(Acceptable education and experience equivalent will be determined at the sole discretion of the District).
LICENSES, REGISTRATIONS or CERTIFICATIONS: Criminal background check required for hire; Valid Colorado Driver’s License or Identification required.
Attend and successfully complete all staff development training as required by state law or as directed by supervisor.
TECHNICAL SKILLS, KNOWLEDGE & ABILITIES: Cultural Awareness – Must possess a basic knowledge of local cultural diversity and how District services are provided.
Legal Knowledge Base – Administrative and secretarial positions hold an expectation to possess a working knowledge of federal, state, and District education policies, standards, and procedures.
This position is responsible for supporting District personnel in understanding and abiding by legal and ethical boundaries as outlined in the: Every Student Succeeds Act (ESSA 2015); Colorado Early Access Act (HB08-1021); Title VI of the Civil Rights Act (1964); Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act; Other knowledge expectations include but are not limited to: Well-developed knowledge base of transportation and other operational services; Exceptional customer service, collaborative decision-making and interpersonal relationship building skills; Well-developed English oral and written communication skills, preference for bi-lingual Spanish oral and written skills; Well-developed basic math, bookkeeping, and statistics background; Strong ability to use de-escalation techniques and to defuse occasional stressful situations; Well-developed writing, organizational, scheduling, report writing and record keeping skills; Ability to work independently as needed with minimal direction and/or supervision; Ability to manage multiple priorities and frequent interruptions in a timely manner; Ability to maintain confidentiality in all aspects of the job; especially as related to student and personnel issues; Ability to be adaptable and flexible with collaborative critical thinking and problem-solving capabilities; Ability to use de-escalation skills to diffuse and manage stressful and fluid situations; Ability to promote and follow Board of Education policies, building and department procedures; Ability to communicate and interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds; Knowledge and enforcement of District rules and regulations is required to protect District people and property and to prevent safety concerns before they happen.
MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE: Operating knowledge of and experience with personal computers and peripherals; Operating knowledge of and experience with software programs for presentations, word processing, spreadsheets, Smartsheet, and online computing platforms including G+ Suite and Office 365 integrated educational packages.
Operating knowledge of and experience with typical office equipment, such as copier, scanner, fax machine, etc.
, Operating knowledge of Colorado Department of Education’s (CDE) software for student tracking required within 30 days of hire.
Salary & Benefits: View all salary schedules for the current school year at: https://d51schools.
org/employment/job_opportunities/salary_schedules Information regarding D51 Benefits can be found here: https://www.
d51schools.
org/employment/job_opportunities/employee_benefits JobID: 10267 Position Type: Administrative Support Staff/Administrative Assistant Date Posted: 2/13/2024 Location: Basil T Knight Center (BTK) Date Available: 2023-24 Closing Date: open until filled Job Title: Specialist, Student Records Pay Program: Support Staff FLSA Status: Non-Exempt Reports to: Chief Academic Officer Pay Range: CH 12 $21.
67 - $24.
10 Work Year: 207 Days / 8 Hour VISION: To Engage, Equip, and Empower Each and Every Student, Each and Every Day.
SUMMARY: Operating under the general direction of the Chief Academic Officer and educational department Directors, this position manages and provides a variety of administrative and public relations supports to insure an efficient operation of all Student Records throughout the school district and state while maintaining extreme confidentiality at all times.
This employee ensures that all federal, state, and District student data input and reporting submissions standards and requirements are being met as required/expected.
Position may provide training and oversight to building and departmental level records staff and works collaboratively with Colorado Department of Education (CDE), district staff, and others in order to efficiently monitor and maintain student data and strict reporting compliance.
This position is the primary point of contact for CDE mandated reporting and as such must work cooperatively to facilitate these interactions.
ESSENTIAL DUTIES AND RESPONSIBILITIES: 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.
Job Tasks Descriptions Oversees student cumulative records files that include the following; attendance, discipline, entry and withdrawal coding, testing results, health and immunizations, registration and withdrawal process, custody issues and disputes.
This position is responsible for the integrity, veracity, and scope of the data collected from all teachers and providers to be submitted to Colorado Department of Education (CDE) on behalf of our students.
Other responsibilities include providing adequate documentation (state mandated) for all students leaving the District in order to lessen our school district “drop out” rate.
Expectations of this role include a high level of customer service to solve individual issues, data discrepancies, and ensuring the overall data accuracy/integrity.
Results of these actions can affect overall student funding in and the impact of an error could be very significant.
Ensures the complete and accurate tracking and record keeping of all Students Records entering and leaving the District.
Expectations include maintaining a strong communication channel with Special Education Records Specialists as well.
A primary responsibility includes data entry necessary to complete reporting for state, federal and local level oversight.
This employee oversees the student’s electronic CUM-file and facilitates records transfers to other District as well as tracking incoming records for new students/newly identified students.
Employee supports the Chief Academic Officer and educational departments reviewing reports submitted and ensuring these records meet extensive criteria and the standards required of CDE and other regulatory agencies.
Maintains an extensive knowledge of current Board Policies, Colorado Department of Education Regulations, and State & Federal Laws as they relate to Student Records.
Specifically, this position holds a comprehensive knowledge of state archiving processes and retrieval of student records procedures as well as other special education records requirements.
This position is a resource to educational staff regarding student records and record keeping and as such holds an expectation to assist in these matters.
Interactions with parents, guardians and other interested parties requires a strong knowledge of policies, current practices, and appropriate courses of action.
Other duties the employee performs for the department include assisting other governmental agencies regarding locating students as appropriate and maintaining relevant Board of Education minutes and policies.
In addition, this role acts as a liaison between schools and legal counsel for district regarding student records topics and the employee may represent the District in court actions regarding student records.
For instances this role assists on custody issues related to student records, interpret and safeguard policies and legal documents and composing correspondence as needed.
Requires an expertise regarding the student software system and employee holds an expectation to assist other staff with their access permissions and/or problem-solving issues.
Employee may develop and implement a training program for Record Clerks, School and Attendance Secretaries.
Oversight and training programs include policies and procedures for department/building level record management, storage, retrieval, and removal in order to ensure homogenous, complete, and compliant student records.
Manages the process of records transfer for students moving between schools/districts which holds an expectation for comprehensive records management, knowledge for state archiving and retrieval of student records.
Complying with federal, state, and District policies employee ensures student documents are sent/received.
Duties require employee to actively collaborate with technology department staff in order to ensure student’s on-line registration systems are working and ready for high volume registration cycles.
Perform other duties as assigned.
EDUCATION AND RELATED WORK EXPERIENCE: High school diploma or equivalent required*, plus courses in business, office management, technology, library science, office technology and/or office skills; Preference given for Associates’ Degree in Business, Library Science, Office Technology or other acceptable equivalent*; Bilingual oral and written skills, English/Spanish, are desirable; Minimum three years’ experience in a records/office management or an administrative assistant position required.
Preference given for prior school district experience; *(Acceptable education and experience equivalent will be determined at the sole discretion of the District).
LICENSES, REGISTRATIONS or CERTIFICATIONS: Criminal background check required for hire; Valid Colorado Driver’s License or Identification required.
Attend and successfully complete all staff development training as required by state law or as directed by supervisor.
TECHNICAL SKILLS, KNOWLEDGE & ABILITIES: Cultural Awareness – Must possess a basic knowledge of local cultural diversity and how District services are provided.
Legal Knowledge Base – Administrative and secretarial positions hold an expectation to possess a working knowledge of federal, state, and District education policies, standards, and procedures.
This position is responsible for supporting District personnel in understanding and abiding by legal and ethical boundaries as outlined in the: Every Student Succeeds Act (ESSA 2015); Colorado Early Access Act (HB08-1021); Title VI of the Civil Rights Act (1964); Americans with Disabilities Act (ADA) and Section 504 of the Rehabilitation Act; Other knowledge expectations include but are not limited to: Well-developed knowledge base of transportation and other operational services; Exceptional customer service, collaborative decision-making and interpersonal relationship building skills; Well-developed English oral and written communication skills, preference for bi-lingual Spanish oral and written skills; Well-developed basic math, bookkeeping, and statistics background; Strong ability to use de-escalation techniques and to defuse occasional stressful situations; Well-developed writing, organizational, scheduling, report writing and record keeping skills; Ability to work independently as needed with minimal direction and/or supervision; Ability to manage multiple priorities and frequent interruptions in a timely manner; Ability to maintain confidentiality in all aspects of the job; especially as related to student and personnel issues; Ability to be adaptable and flexible with collaborative critical thinking and problem-solving capabilities; Ability to use de-escalation skills to diffuse and manage stressful and fluid situations; Ability to promote and follow Board of Education policies, building and department procedures; Ability to communicate and interact and work effectively and cooperatively with people from diverse ethnic and educational backgrounds; Knowledge and enforcement of District rules and regulations is required to protect District people and property and to prevent safety concerns before they happen.
MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE: Operating knowledge of and experience with personal computers and peripherals; Operating knowledge of and experience with software programs for presentations, word processing, spreadsheets, Smartsheet, and online computing platforms including G+ Suite and Office 365 integrated educational packages.
Operating knowledge of and experience with typical office equipment, such as copier, scanner, fax machine, etc.
, Operating knowledge of Colorado Department of Education’s (CDE) software for student tracking required within 30 days of hire.
Salary & Benefits: View all salary schedules for the current school year at: https://d51schools.
org/employment/job_opportunities/salary_schedules Information regarding D51 Benefits can be found here: https://www.
d51schools.
org/employment/job_opportunities/employee_benefits