Special Education Administrative Data Assistant

ABOUT ASPIRE

Aspire Public Schools operates a network of high-performing, college preparatory charter schools serving TK‑12 scholars in communities across California. Founded in 1998—in an effort to transform the inequitable racial, social, and gender outcomes that our communities persist through—Aspire is one of the largest and most forward-thinking open-enrollment public charter school systems in the nation.

Our purpose is to prepare our scholars for success in college, career, and life. At Aspire, we set a foundation for our scholars to gain knowledge, skills, and power to access and make choices for their families and post‑secondary lives. Every day, our community of students, families, teachers and staff comes together to learn, work, and play in an environment grounded in our values of Bienestar (Well‑Being), Culture of Belonging, Community Partnership, Agency & Self‑Determination, and Joy.

Under the supervision of the Associate Superintendent of Specialized Education and Inclusive Learning, the Special Education Administrative Data Assistant is responsible for activities that uphold state and federal special education data reporting, and other compliance related areas central to Aspire’s Special Education operations, including initiating and completing all state and federal reporting deadlines including CALPADS reporting for Special Education. This role will collaborate with Home Office teammates, the Los Angeles Regional team and other teammates in accordance to ensure quality and timeliness of state and federal reported data.

This role will also provide administrative support to the Special Education Department, and to uphold the mission and values established by Aspire Public Schools.

• Support the Associate Superintendent of Specialized Education & Inclusive Learning with administrative tasks including but not limited to: calendar management, travel, reimbursements and catering/event planning
• Schedule and organize key, internal events for the Regional Special Education team, such as Professional Development
• Manage special projects as determined by the Associate Superintendent of Specialized Education & Inclusive Learning
• Facilitate the preparation of materials and background materials for meetings, department retreat and events
• Manage online IEP systems, running monthly reports for compliance and following up with staff members as needed
• Import Special Ed data into Aspire-wide systems
• Manage finance for the Special Ed department including: invoices, expense reports, stipends, and purchase orders; ordering of materials & protocols across Aspire LA schools
• Maintain online subscriptions systems & ordering of testing protocols in a timely manner
• Create & maintain contracts with outside vendors including preparation & execution ISAs
• Support compliance reviews through database reconciliation and regularly update contracts in accordance with student IEP services

• Responsible for CALPADS and other state and federal reporting in an efficient, accurate and timely manner
• Certify final Special Education data snapshots as complete and accurate by state and federal reporting deadlines
• Prepare data in Power School, SEIS, CALPADS and other systems to be ready for each reporting cycle – includes collaborating with teammates across the organization to get complete and accurate data
• Reviewing special education certification reports within CALPADS and communicating to the CALPADS Administrator when reports are ready for approval.
• Reviewing CALPADS discrepancy reports to determine whether student demographic data need to be updated in the SEIS/Welligent
• Monitor Special Education data quality in CALPADS and resolve any data quality issues in a timely manner
• Communicating with the CALPADS Administrator when a student does not have an enrollment in CALPADS & Coordinate with Aspire’s CALPADS Administrator & Program Specialist to ensure early identification of incoming students who are on active plans.
• Stay current with CALPADS SPED policies, processes and tools, and ensure that knowledge is shared with the Associate…