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Administrative Assistant Special Education

String Theory Schools
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Administrative Assistant Special Education

12 months

Reports to Special Education Supervisor

 

Functions for Administrative Support: Evaluation Process

Communication with Parents: 

  • Call parents to inform them when (re)evaluation paperwork is being sent home, as well as following up with the student/parent until it is returned. 
  • Call parents to schedule their child’s (re)evaluation meeting, as well as following up with a reminder call one day prior to the meeting. 
    • Once scheduled, send an IEP invitation to the parents via DocuSign
    • Once scheduled, create a Google invitation for the school team.
    • Follow up with those parents who are no call/no shows for their scheduled (re)evaluation report or IEP meetings.
  • Send progress reports to parents via DocuSign

 

Coordinate testing process for Contracted School Psychologists: 

  • Create ER/RR meeting invitations in PowerSchool Special Programs
  • Ensure that the ER/RR and invitation are signed by the appropriate parties and uploaded in PowerSchool Special Programs.

 

Functions for Administrative Support: IEP Process

  • Contact parents to schedule IEP Meetings (one month out a minimum)
  • Create the Google Invite and send to the appropriate team members
  • Email appropriate person to request coverage for regular education teachers to attend the IEP Meeting
  • Create and finalize the Invitation to Participate. 
  • Contact parents to remind them of the IEP Meeting (2 days ahead of the meeting)
  • Scan, upload (to PowerSchool Special Programs), and file IEP documents
  • Print and file student IEP/NOREP paperwork

 

Transportation

Transportation (School Year/ESY, APS/Private)

  • COMPASS management, data entry, TAR submissions
  • TARS, submitting, monitoring, per school/program year per student
  • Parent/School Staff transportation communications
    • Daily transportation support, complaint filing, phone calls and emails, private route set up, communications, route tracking, district office liaison 
  • ESY Transportation support
  • District Transportation Office - calendar and bell time submissions for all school campuses, private placement, and APS for SY and ESY annually
  • Serve as a central communications point between family, legal (occasional) school staff, transportation vendors, and school district of Philadelphia transportation staff to and from all parties.
  • Phone Calls, emails, meetings.
  • Request and maintain all school calendars for school closures/delays/early dismissals
  • Google folder and spreadsheet.

 

Monitor and request private routes set independently from School District transportation.

  • Emails, requests, complaints, invoices.

Transportation Charges and Invoices

  • Review chargebacks and direct invoices for all transportation services with attendance for accuracy and provide to the business office/Director of Special Education

Miscellaneous: 

  • Call the student’s past academic placement(s) to obtain educational records, if not already received. 
  • Other duties as assigned.

Benefits: 

  • Access to consistent coaching in instruction and technology integration
  • Access to best-in-class technology resources and a physical framework designed with innovative learning in mind
  • Excellent health benefits (for both you and your family), retirement benefits, and more!

Please visit our website at https://www.stringtheoryschools.org/career/join-our-team to learn about the application process. Send all required materials to employment@stringtheoryschools.org.