Special Education Department Manager

JOB TITLE:

Special Education Department Manager

Supervisor:
Special Education Supervisors

Location:

Benton Harbor Area Schools - Central Administration

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.

• 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 (REEDs, IEPs, MDRs, 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…