12-month Administrative Assistant - Pupil Services Support - Data Manager - Downingtown Area School District (2024)

Position: 12-monthAdministrative Assistant- Pupil Services - Data Manager
Location: Administration Building
Pay Rate: $28.81per hour
Schedule:7 hours per day, 5 days per week, 260days per year (12-months)
Benefit Eligible: Yes
Effective Date: July 1, 2024

Are you passionate about helping ALL students learn in a collaborative environment? If so, we may have the career for you! Downingtown Area School District is excited to announce an opening for a 12-monthAdministrative Assistant – Pupil Services - Data Manager Support at the Administration Building.

At DASD, we are committed to sharing values of diversity and inclusion in order to achieve and sustain excellence in education. As a diverse district, we continually seek ways to strengthen our educational environment. We believe that we can best promote excellence by recruiting and retaining a diverse group of staff who bring various backgrounds and perspectives. Our ability to create and maintain a climate of respect is critical to attaining the best teaching and learning environment. If you want to be part of our "Downingtown Proud" team - please apply! Help us with our mission to educate all students to meet the rigorous challenges of a global society.

At the Downingtown Area School District we value our employees. We seek to hire new staff who:

• Communicate openly to build relationships and trust
• Partner with team members to see the TEAM succeed
• Demonstrate a growth mindset and seek ongoing opportunities for growth
• Embrace and support a safe and inclusive environment
• Eagerly and enthusiastically support student learning
• Strive to be kind and reflective
• Focus on the solution and put people first
• Lead by example!

Job Summary:Coordinates and implements daily and strategic operations in order to assist and support the department with administrative responsibilities.Qualifications: To successfully perform this position, a person must be able to perform each primary duty satisfactorily. The qualification requirements listed below represent minimum levels of educational achievement, training, skills and/or ability necessary.

1. High school diploma with a minimum three years of experience in a similar position.
2. Knowledge of standard office procedures and practices.
3. Ability to handle multiple tasks simultaneously.
4. Proficient clerical skills, including organizational skills and the ability to meet deadlines.
5. Strong technology skills, including but not limited to all tools in the Microsoft Office Suite.
6. Proficiency in the use of technology for individual and system management, communication, and research.
7. Strong mathematical, verbal, and written communication skills.
8. Ability to make decisions independently, as well as to execute assignments of administrative detail as delegated.
9. Must have a high level of interpersonal skills to handle sensitive and confidential situations and information.
10. Must successfully complete and maintain compliance with all federal and state background and criminal record check requirements.
11. Candidate must adhere to all local, state, federal, and school code requirements for employment.

Duties & Responsibilities: Employee must have the ability to perform the following essential functions on a timely basis with or without reasonable accommodations.

1. Monitors and maintains all Special Education student data for all required special education PDE reporting data systems (Penn data etc.)
2. Oversees compliance for state reporting requirements that includes but is not limited to Penn Data and all changes to the special education student data reporting protocols
3. Monitors the extraction of special education student data for tracking, analyzing and reporting purposes
4. Maintains all special education student data and compliance obligations for state reporting requirements
5. Oversees and maintains the security, integrity, and management of special education student data systems
6. Assures compliance with applicable state policies, procedures, and governmental regulations related to special education student data
7. Implements, manages and maintains special education student database systems in order to support school staff in meeting the PDE agency requirements
8. Coordinates and communicates with staff to comply with projected timelines throughout the school year and resolves pending special education data issues
9. Oversee and coordinate with the Technology Department the annual Graduate Records scanning process
10. Communicates issues or concerns related to special education database systems involving special education student data
11. Collects, maintains and provides accurate special education information to school staff as required and prepares mandatory reports requiring special education data for state reporting purposes
12. Oversee special education electronic storage process
13. IEP software Management, IEP Compliance/State Reporting and System Audits
14. IEP software auditing for e-signature to ensure IEP documents are signed by all required members -Parent/Guardian. Reg. Ed Teacher, Special Ed Teacher, LEA/Principal
15. Ensure all IEP and Evaluation Reports are completed within compliance timelines - upcoming due date review/follow-up prior to reacting to past due documents
16. Add new staff accounts for all pupil services and special education professionals and delete staff upon resignation date (has to be done manually)
17. Ensure all students with IEPs have an assigned case manager
18. Support with error corrections for child counts - compliance date and child count tabs in IEP Software (October-December and May-June)
14. Support with Pupil Services Curriculum, Programs, and Data Analysis
15. Responsible for support, set-up, and maintenance of department specific software programs, specifically implemented Special Ed/Gifted/504 Software and Career and College planning software. Coordinates directly with software programmers and district staff, including Technology Department, regarding direct software modifications, processes, and problem solves solutions utilizing software systems
16. Need support with pulling data reports for data analysis of student progress regarding our MTSS interventions, Tier 1 instruction, and special ed
17. Assists the Director with data analysis in response to community inquiries, PDE cyclical monitoring of special education, and other sources
15. Support Pupil Services Administrative Assistants as needed
16. Support the Student Services Supervisor with paperwork as needed
17. Monitors and maintains all Special Education student data for all required special education PDE reporting data systems (Penn data etc.)
18. Oversees compliance for state reporting requirements that includes but is not limited to Penn Data and all changes to the special education student data reporting protocols
19. Monitors the extraction of special education student data for tracking, analyzing and reporting purposes
20. Maintains all special education student data and compliance obligations for state reporting requirements
21. Oversees and maintains the security, integrity, and management of special education student data systems
22. Assures compliance with applicable state policies, procedures, and governmental regulations related to special education student data
23. Implements, manages and maintains special education student database systems in order to support school staff in meeting the PDE agency requirements
24. Coordinates and communicates with staff to comply with projected timelines throughout the school year and resolves pending special education data issues
25. Oversee and coordinate with the Technology Department the annual Graduate Records scanning process
26. Communicates issues or concerns related to special education database systems involving special education student data
27. Collects, maintains and provides accurate special education information to school staff as required and prepares mandatory reports requiring special education data for state reporting purposes
28. Oversee special education electronic storage process
29. IEP software Management, IEP Compliance/State Reporting and System Audits
30. IEP software auditing for e-signature to ensure IEP documents are signed by all required members -Parent/Guardian. Reg. Ed Teacher, Special Ed Teacher, LEA/Principal
31. Ensure all IEP and Evaluation Reports are completed within compliance timelines - upcoming due date review/follow-up prior to reacting to past due documents
32. Add new staff accounts for all pupil services and special education professionals and delete staff upon resignation date (has to be done manually)
33. Ensure all students with IEPs have an assigned case manager
34. Support with error corrections for child counts - compliance date and child count tabs in IEP Software (October-December and May-June)
14. Support with Pupil Services Curriculum, Programs, and Data Analysis
15. Responsible for support, set-up, and maintenance of department specific software programs, specifically implemented Special Ed/Gifted/504 Software and Career and College planning software. Coordinates directly with software programmers and district staff, including Technology Department, regarding direct software modifications, processes, and problem solves solutions utilizing software systems
16. Need support with pulling data reports for data analysis of student progress regarding our MTSS interventions, Tier 1 instruction, and special ed
17. Assists the Director with data analysis in response to community inquiries, PDE cyclical monitoring of special education, and other sources
15. Support Pupil Services Administrative Assistants as needed
16. Support the Student Services Supervisor with paperwork as needed

This position description does not express or imply that these are the only duties to be performed by the incumbent(s) in this position. Employee(s) will be required to complete other job-related duties requested by the supervisor.

• Medical Coverage through IBX - PPO plans only
  • No Primary Care Physician necessary
  • No referrals required
  • IBC has extensive local and national networks
• Prescription Coverage through CVS/Caremark
• Dental Coverage - Delta Dental Active PPO
  • Allows use of in-network and out-of-network providers
• Vision Coverage - Vision Benefits of America (VBA)

Eligibility - No Waiting Period
All employees may enroll in the district’s health benefit plans effective with their date of hire into the benefit eligible position.

Eligible Dependents
A legally married spouse as defined by PA law and children up to age 26 may enroll in the District’s health benefit plans.

New Hires or Newly Eligible
You have 31 days from the date that you are benefit eligible to make your elections. If you do not make elections during this time, you will only be enrolled into any benefit that is provided by the District at no cost to you.

Flexible Spending Accounts
Benefit eligible employees have the opportunity to elect to participate in a Flexible Spending Account. DASD offers both a Healthcare Spending Account and Dependent Care Spending Account. This benefit allows you to set aside pre-tax dollars to pay for out of pocket eligible healthcare and dependent care expenses.

Support for the Whole You

• Fitness Program
  • Receive $150 back when you complete 120 workouts at an approved fitness facility within 365 days.www.ibx.com/reimbursem*nts
• Nutritional Counseling
  • Up to 6 free visits per calendar year with a registered dietitian.
• Employee Assistance Program
  • Health Advocate is a free, confidential program that offers EAP+ Work/Life benefits to help you address difficulties in your life by providing short term assistance with personal, family, and work issues. In addition, it simplifies the navigation of the health care system by helping you find the right doctors, resolving billing and insurance claim issues, explaining benefit coverages, helping your parents or in-laws with the complexities of Medicare, and much more!
• Telemedicine
  • The telemedicine benefit through SwiftMD is offered toALL DASD employees at no cost to you. The telemedicine benefit allows for consultations with US board-certified doctors over the phone or online, from your home, office, or on the road. These physicians can diagnose, recommend treatment, and submit prescriptions to your pharmacy of choice.

Retirement - Member of State Pension System (PSERS)

Life Benefit
Pays 1x your basic annual salary up to maximum of $60,000

Income Protection Benefit
Pays 60% of your basic monthly pay, up to $1,500 per month

Tuition Reimbursem*nt
75% of tuition, limit 12 credits/fiscal yr; if grade of ‘B’ or better is attained.

Paid Time Off

• 12 sick days annually
• 3 personal days annually for full-time employees; 2 annually for part-time employees
• 10 vacation days annually for new hires; 15 days after 6 years of employment; 20 days after 15 years; can accrue up to a maximum of 50 days
• 19 paid holidays per year for full-time employees

Retiree Benefits

• Personal Days Payout
• Sick Days Payout

Salary Increases
$0.75 per hour or 3%; whichever is greater

EOE