Portland Public Schools, Maine Hiring for Special Education Compliance Secretary, Job at Portland, ME Full Time

Description: The Special Education Compliance Secretary provides administrative support to the Special Education Department. The main focus of the position is to accurately process in a timely manner compliance documentation in accordance with IDEA regulations. The Compliance Secretary does a significant amount of data entry into the IEP Management, Infinite Campus and various other software programs.

Reports to: Special Education Executive Assistant/Supervisor

Requirements: Preferably an Associate’s Degree in a Business or related field or relevant experience.
Proficient in software applications including Microsoft Word, Excel, IEP Management and Infinite Campus.

Major Responsibilities:

• Provides notices of special education student meetings (annuals, re-evaluations, program reviews and transfer meetings) to parents in compliance with established timeframes.
• Assembles and distributes meeting packets in advance of IEP meetings.
• Works collaboratively with the Executive Assistant/Supervisor and other Special Education Compliance Secretaries to complete all special education and MaineCare projects.
• Works with special education staff at the building level to comply with legal regulations and timelines.
• Responsible for learning and maintaining up-to-date knowledge of special education compliance.
• Responsible for final review and processing of Advance Written Notices, Written Notices and IEPs to ensure accuracy and consistency in IEP service grid and all other areas. Identifies inaccuracies and follows up/collaborates with case managers and providers to resolve inaccuracies. Reports any processing concerns or training needs to Executive Assistant/Supervisor.
• Obtains all forms needed to complete compliance processing including Speech and LD eligibility forms, excusals, etc
• Enters data from IEPs and other special education documents in IEP management program (Acuity), Lumea (MaineCare billing software), and Infinite Campus. Ensures the data matches in all systems.
• Demonstrates a high level of professional networking and interpersonal relationship building with all staff within and outside of the district. Contributes towards maintaining a positive collaborative team attitude.
• Works collaboratively with guidance, social workers and other building based staff to assist with identifying and completing information forms for state agency clients.
• Works collaboratively with Special Education staff to complete the annual Child Count (EF-S05) and verify data for the October and April 1 Enrollment and/or other reports.
• Requests from Guidance and/or enrollment staff a copy of “Transfer of Records” for all students entering and exiting the school. Ensures that the appropriate staff know that a special education student transferred into the district or moved to a district program.
• Maintains a Compliance Tracking form on a daily basis.
• Provides support to Portland Central Office staff as needed.
• Reviews and organizes incoming student records. Combines school files with district files. Scans IEP packets to Infinite Campus. Maintains individual files for all district special education students.
• Handles requests for special education student records.
• Finalizes files for students who are graduating and/or withdrawing from the district.
• Assists with mail processing, photocopying and assembling packets as needed.
• Places, receives, screens telephone calls, and records messages. Answers or refers inquiries as appropriate.
• Assists with organizing, filing and other tasks associated with MaineCare processing.
• Enters and revises service provider and case manager caseloads on software management systems. Obtains outstanding MaineCare documentation.
• Arranges for interpretors for meetings
• Performs all other tasks as assigned by the Special Education Executive Assistant/Supervisor.