SPED Services Office Manager - Minnetonka, United States - Jobs for Humanity

Description

Job Description

SPED Services Office Manager

SUMMARY:
Assists in planning, organizing, evaluating, and supervising all functions within the Special Services Department; assists with implementation of federal and state rules and regulations.

ESSENTIAL FUNCTIONS:
This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

This class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skills.

• Gather, organize and assist in the preparation of budgets, expenditure estimates, in collaboration with the support of an accountant for the items below:
• Monitor individual accounts within these budgets to track expenditures and alert to potential overspending. Code expenses appropriately. Reconcile expenses in Skyward.
• Work with the Director of Business Services and Controller of Business Services regarding budgets, allocations, revenues, and expenditures.
• Prepare budgets for individual program development; in the analysis of ongoing revenue and expenditures. Prepare summary reports in collaboration with the Director Special Services (ex: Transition Plus, Early Childhood, etc.)
• Develop clear financial reports that communicate expenditures and revenues of broad services within the department, and that display this information over time.
• Assist in the development, preparation and presentation of Special Services projects, audits, and reports.
• Prepare and monitor the budget for Transition Disabled. Maintain EDRS database. Knowledge of EDRS, compile, verify, and enter current and accurate data. Update EDRS system periodically to maintain accuracy.
• Facilitate grant management and resource development.
• Supervise and implement Third Party Billing rules and regulations.
• Prepare purchase orders and vouchers.
• Maintain an understanding of Homebound Instruction and ESY (Extended School Year), tuition billing, and ISD 287.
• Accurately prepare state and district reports in required time lines, which provide for state and federal reimbursements to the school district.
• Maintain a current level of expertise as it relates to budgeting and reporting in the area of state and federal mandates for the breadth of programs within the department and for which the position is responsible. This may require interactive communication with the Minnesota Department of Education.
• Supervise Child Study Secretaries in the buildings. Assist with the interview and selection of qualified applicants for vacant positions.
• Maintain related personnel files.
• Conduct coaching/mentoring sessions, corrective actions, performance reviews and terminations.
• Manage, coordinate, and determine the Child Study clerical procedure involved with providing support to the Special Services Department and Special Services Coordinators. Assist in the planning and implementation of required training.
• Oversee employee work schedules, time sheets, absences, probation periods and payroll reports.
• Review and update job descriptions as required.
• Run monthly Special Services Secretary meeting. Problem solve with staff, provide both support and assistance as needed.
• Supervise and train clerical staff in the special education department.
• Prepare staff contracts and status changes throughout the school year.
• Maintain and monitor staff records using Infinite Campus, True Time, and Establish uniform office procedures.
• Respond to inquiries on the telephone and in person with visitors to the Special Services office. Provide information and assistance in a courteous manner and with sensitivity to the diversity of a multicultural community.
• Resolve complaints within scope of information and authority and refer to others, as appropriate. Assist department personnel in the preparation, monitoring, and timely submission of final and amended reports for a variety of grant awards.
• Assist the district Transportation Department with Special Services bus routes.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Participate and contribute to appropriate district, regional and statewide meetings pertaining to role function tasks and issues.
• Create a collaborative and problem-solving team with the secretarial staff
• Order office supplies
• Maintain PCard purchases
• Other related duties

QUALIFICATIONS:
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.

Education and Experience:

• Education: Bachelor's Degree in Business, Finance or related field preferred.
• Experience: Two (2) to three (3) years experience as a business or operations manager with increased level of responsibility is required. Two (2) to three (3) years supervising staff (including, hiring, evaluation, performance management, etc.) is preferred. Experience with office procedures and accounting or bookkeeping skills required. Experience in public schools or a business of similar size and complexity required.

Required Certificates, Licenses, and Registrations:
Continued employment is contingent upon all required licenses and certificates being maintained in active status without suspension or revocation.

• Driver's license.

Required Knowledge and Skills
Required Knowledge:

• District policies and procedures.
• State and Federal laws and regulatory issues governing Special Services Programs in public education, including rules and regulations of the Minnesota Department of Education and other governing agencies.
• Federal and state laws and standards required for Special Services students' Individualized Education Program (IEP) and Individualized Family Service Plan (IFSP).
• Principles and practices of public sector administrative management, including finance, budgeting, purchasing, contract and grant management, customer service and employee supervision.
• Local community resources, regional community services programs, and regional training programs.
• Principles and techniques of making effective oral presentations.
• Computer applications related to the work.
• Correct business English, including spelling, grammar and punctuation.

Required Skills:

• Managing and coordinating a wide variety of Special Services programs and operational issues.
• Interpreting, and applying state and Federal statutes, codes, rules, and regulations.
• Reviewing operations and assuring compliance with laws, regulations, and rules.
• Planning, organizing, and coordinating the work of Department staff.
• Preparing, reviewing and presenting management reports.
• Assessing and prioritizing multiple tasks, projects and demands.
• Operating a personal computer using standard and specialized software.
• Communicating effectively verbally and in writing.
• Contributing effectively to the accomplishment of team or work unit goals, objectives and activities.
• Commitment to the District mission, which is to ensure high quality, innovative, challenging education where all learners are valued and respected.
• Performing assigned responsibilities in a manner consistent with the District's established Core Values.
• Advancing the District's mission and values through careful attention to the key issues of Learning, Environment, and Resources.

PHYSICAL/MENTAL REQUIREMENTS:
The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Mobility to work in an office setting, use standard office equipment and stamina to sit for extended periods of time; strength to lift and carry up to 20 pounds; vision to read printed materials and computer screens; and hearing and speech to communicate in person or over the telephone.

WORKING ENVIRONMENT:
Work is performed in an office setting.
Travel required to locations throughout the District.

Compensation and Schedule:

• Fulltime, 40 hours weekly.
• $51,726 – 71,714, depending on qualifications.

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