DATA MANAGEMENT & ADMINISTRATIVE SPECIALIST - SPECIAL SERVICES
As our Data Management and Administrative Specialist, you will deliver measurable results in performing data management and diversified administrative duties within the Special Services Department, serving the needs of the Director of Student Services, Senior Administrative Assistant, staff, students, and the public in a highly professional and confidential manner.
Qualifications: We are looking for someone who loves what they do and is highly detail-oriented, organized, and understands the complexities of data. A strong candidate will be a critical thinker with analysis and problem-solving skills, and strong written and oral communication skills. High school diploma required. Associate’s degree preferred. Two years of increasingly responsible clerical or administrative experience involving frequent public contact or a minimum of three years of office experience is preferred. Proficiency working in multiple diverse technology platforms.
Reports to: Special Services Director
Responsibilities:
Organizational
- Process and review all Special Services paperwork and provide staff with feedback as needed
- Gather and interpret relevant data, identify issues and opportunities, and make recommendations as appropriate
- Manage, organize, and maintain the Special Services data systems, including Section 504, Individual Education Plan (IEP) software, assessment systems, and other relevant platforms, such as PowerSchool SIS, NWEA MAP, ADP, EDMS, etc.
- Establish and maintain a digital filing system to include record keeping, along with student special education and section 504 records, as deemed appropriate by the Department of Education policies and procedures
- Maintain the district Special Education IEP online calendar
- Store and manage collected data, prioritizing confidentiality
- Develop and maintain various databases, spreadsheets, documentation, and data management guidelines, along with user guides
- Enter, import, export, and analyze data for a variety of local, state, and federal reporting, and work collaboratively with school-based staff to complete and submit these reports
- Create ad hoc custom reports for schools and board presentations
- Compile and enter data for board, county, and state reporters in NEO
- Answer telephones and respond to inquiries or direct calls accordingly
- Review documents for accuracy, completion, and compliance with established procedures
- Maintain knowledge of Special Services rules and regulations
- Acts as a backup for the Special Services Administrative Support Specialist and the Senior Administrative Assistant, and other staff members as necessary
- Perform other tasks and duties as directed by the Director of Special Services
Technical Proficiencies
- Complete data entry of all Child Development Services (CDS), referrals, and Out-of-District Individual Education Programs
- Review the Special Services information on the RSU 21 website at least quarterly and supply any updated information to IT or the Communications Specialist
- Maintain responsibility for the following state reports: EFS 05 (December 1st child count of all Special Education students and Special services staff), October 1st and April 1st child counts, Chapter 33, and Exit Reports
- Maintain, update, and track Special Education and 504 students using various student tracking programs (Adori, PowerSchool, Synergy, NEO)
- Maintain and update Special Education forms as needed
- Communicate Special Education rules and regulations to staff to ensure compliance with established requirements regarding IEP meeting paperwork
- Collect data regarding staff performance and timeliness of paperwork completion and accuracy
- Maintain annual historical data regarding eligibility and graduation rate
- Collaborate with and maintain accurate information for Special Education staff on caseloads, case management logs, annual and triennial review dates, and referral completion deadlines
- Perform other tasks and duties as directed by the Director of Special Services
Key Competencies:
- Commitment to management: you coach, share feedback and monitor paperwork to ensure high-quality performance; you ensure that people feel appreciated, and view mistakes as opportunities for learning
- Resourceful: you optimize available resources and tools (internally and externally) to enhance your impact
- Detail-oriented: you’re obsessed with accuracy and data integrity and embrace the degree to which others rely on your work; you triple-check calculations to ensure you stand by your data
- Outcomes-focus: you know how to balance respect for process with the urgency of outcomes; you don’t allow processes to be disconnected from the urgency of outcomes; you hold yourself accountable to measurable outcomes that make a difference in case managers’ lives
- Highly responsive: you are flexible and able to adjust when faced with unexpected, real-time problems that demand your attention
- Attention to detail: you’re obsessed with accuracy and embrace the importance of “getting it right”; you triple-check documentation to ensure you can stand by your work; your discipline enables you to work error-free despite the repetitive nature of tasks
- Deadline-driven creativity: you’re able to integrate the creative process with set timelines, ensuring you generate content that meets the specified need on an established schedule
- Effective communicator: you excel in clear communication and rely on these skills to document and communicate defined processes, workflows, and modifications—and the rationales behind them; you communicate effectively to drive structured collaboration, supporting information flow and alignment
- Embrace diversity: you value a diversity of perspectives, styles, and beliefs; you understand the difference between tolerance and inclusion; you welcome feedback about your work
Reasonable Accommodations: RSU 21 will provide accommodations to an individual with a disability, as defined by the Americans with Disabilities Act (ADA) or applicable law, who has made the district aware of their disability unless doing so would cause an undue hardship to the district.
Terms of Employment: Regular year-round position, salary to be established by the Board.
Evaluation: The performance of this job will be evaluated at least annually in accordance with the District’s policy on evaluation.
This position will remain open until a qualified candidate is secured.
RSU21 is an equal opportunity employer. We strive to be a welcoming and inclusive community that supports the safety and well-being of all of our students, faculty, and staff. We are committed to implementing programs and practices that support diversity, equity, and inclusion. As a part of this commitment, we welcome all applicants. RSU21 does not discriminate based on race, color, gender, gender identity, orientation, disability, religion, age, national origin, or any other status protected under federal, state, or local law. If you are a person of color, LGBTQ+, disabled, or belong to any protected class, we encourage you to apply. Our diversity strengthens our mission to produce global citizens.