Special Education Administrative Asst & Data Specialist

ServingSchools; Kennebunk (ME); On-site; USD 50,000 - 63,000; Full time

Job summary

RSU 21 seeks a Data Specialist for the Special Services department in Kennebunk, ME. The role delivers confidential administrative support, handling IEP paperwork and data management for students, staff and families.

Responsibilities include maintaining calendars, ensuring compliance with DOE policies, and communicating effectively with district staff and guardians. Strong tech proficiency and organizational skills are essential.

Qualifications

• Must have a High School diploma with two years of postsecondary training in a related field or a minimum of three years office experience, or such alternative qualifications the School Board may find acceptable.
• Extremely proficient using many different technology platforms.

Responsibilities

• Process, review and provide staff with feedback for all special education paperwork.
• Gather and interpret relevant data to identify issues and propose solutions; implement them.
• Establish and maintain filing system including student special education records per DOE policies.
• Maintain the District Special Education IEP online calendar.
• Make phone call reminders to parents/guardians for IEP meetings.

Skills

Attention to detail

Proficient with multiple technology

Analytical ability

Communication skills

Education

High School diploma with postsecondary training

Three years office experience

Tools

Adori

PowerSchool

Synergy

NEO

Job description

Full Time

District Office, Kennebunk, ME, US

Requisition ID: 1041

Salary Range: $25.72 to $32.12 per hour

Work Schedule: 37.5 hours per week September to June (School Year)

Position Summary

As the district-wide Data Specialist for the Special Services department, you will deliver measurable results in performing full secretarial and diversified administrative duties within the Special Services Department, serving the needs of the administrator and/or Director, staff, students and the public in a highly professional and confidential manner.

Qualifications

Love what you do, working at RSU 21. Must have a High School diploma with two years of postsecondary training in a related field or a minimum of three years office experience, or such alternative qualifications the School Board may find acceptable. Extremely proficient using many different technology platforms.

Reports to: Special Services Director

Responsibilities

Organizational

• Process, review and provides staff with feedback for all special education paperwork
• Strong analytical and problem solving skills to gather and interpret relevant data, identify issues and problems, make sound recommendations for solutions to identify and to put such solutions into effect.
• Establish and maintain filing system to include record keeping, along with student special education records, as deemed appropriate by the Department of Education policies and procedures
• Maintain the District Special Education IEP online calendar
• Make phone call reminders to parent(s)/Guardian(s) for IEP meetings

Technical Proficiencies

• Enter in all CDS and OOD IEPs
• Review the Special Services website quarterly and supply any necessary information to Assistive Technology Specialists for quarterly updates.
• Responsible 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 into various student tracking programs (Adori, Powerschool, Synergy, NEO)
• Maintain all special education forms on hardcopy and electronically. Update as needed for all staff
• Maintain paperwork and billing information for MSB

Communication

• Communicate Special Education rules and regulations to staff with regards to IEP meeting paperwork to ensure our continued compliance with these established requirements
• Collect data regarding staff performance of paperwork completion, accuracy and timeliness
• Provide copies of special education records as requested
• Maintain annual historical data regarding eligibility and graduation rate
• Maintain accurate information for special education staff of caseloads, case management logs, annual and triennial review dates and referral completion deadlines
• Assume such other duties and responsibilities as may be assigned 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 urgency of outcomes; you don’t allow processes to be disconnected from 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 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 school year for professional teachers. Salary to be established by the Board.

Evaluation: Performance of this job will be evaluated at least annually in accordance with the District’s policy on Evaluation of Professional Personnel.