Special Education Administrative Data Assistant

Description

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.

JOB SUMMARY

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.

ESSENTIAL DUTIES & RESPONSIBILITIES:

Ongoing Activities

• 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

• Schedules and organizes 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

CALPADS Special Education Data Execution

• 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 PowerSchool, 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 Superintendent of Specialized Education & Inclusive Instruction; attend regular training sessions as assigned.

Welligent/SEIS Data Execution

• Monitor data quality in the Welligent & SEIS and resolve any data quality issues in a timely manner

• Populating SWD (Students With Disabilities) data into Welligent & SEIS and transferring that data to CALPADS via the API.

• Run extracts, upload to CALPADS, clean up errors, and post data

Operational Systems and Process Improvement

• Support the SpEd team to develop systems that will improve operational systems at a regional level.

• Recognize where process improvements are needed to improve data quality.

• Identify improved user training or opportunities to improve data quality.

• Support projects to implement improvements, including training and report creation

Additional

• Complete ad hoc data analysis requests in a timely and efficient manner

• Support compliance, reimbursement, and reporting projects, which may include but are not limited to SELPA and State reporting, Medi-cal reimbursement reporting

• Demonstrate knowledge of and support, Aspire Public Schools’ mission, vision, value statements, standards, policies and procedures, operating instructions, confidentiality standards, and the code of ethical behavior

• Perform other duties as assigned

QUALIFICATIONS:

Required knowledge, skills & abilities:

Required:

• Love working with data!

• Proactive approach to problem-solving and an ability to see the big picture and the individual elements of that picture

• Strong attention to detail to identify data errors and necessary data cleanup

• Demonstrated ability to quickly learn new areas of knowledge and technology

• Flexibility and willingness to help where needed

• Provide excellent customer service to our staff and contacts outside of Aspire

• Ability to work with frequent interruptions and remain focused as well as successfully handle multiple projects concurrently

• Ability to work independently as well as with a team

• Excellent communication and interpersonal skills with demonstrated ability to write clearly and persuasively

• Strong computer skills including Google Suite and Microsoft Office Suite; especially Excel and Google Sheets

• Ability to maintain the highest level of confidentiality

Preferred:

• Experience with CALPADS data submission and certification processes

• Experience with SEIS & Welligent

• Experience working with a student information system, specifically PowerSchool

• Experience analyzing complex sets of data. Experience with Tableau desired.

• Experience or strong interest in K-12 education

Minimum educational level:

• Bachelor's degree or equivalent work experience

Experience required

• 3+ years

Physical requirements:

• Moving self in different positions to accomplish tasks in various environments including tight and confined spaces.

• Remaining in a stationary position, often standing or sitting for prolonged periods.

• Moving about to accomplish tasks or moving from one worksite to another.

• Assessing the accuracy, neatness and thoroughness of the work assigned.

• Communicating with others to exchange information.

• Repeating motions that may include the wrists, hands and/or fingers.

Work authorization requirements:

• Clear the Department of Justice background screening

• Authorized to work in the United States

• Provide health (TB) clearance (renewed every four years)

WORK ENVIRONMENT

The work environment characteristics are representative of those in a normal office, classroom/school setting which one might encounter while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

COMPENSATION

Aspire Public Schools is dedicated to our teammate's well-being! In addition to a competitive base salary that is benchmarked against local districts and charter schools, we offer employees exceptional benefits, including paid time off, 100% core health benefits coverage on select plans, life insurance/long-term disability, participation in a CA state retirement plan, tuition reimbursement plan, and adoption assistance program.

https://drive.google.com/file/d/1JnpFDOVyU1VOquukgNP9E6BaHl9djvEH/view?usp=sharing

Aspire Public Schools is an equal opportunity employer and does not discriminate on the basis of race, color, gender, religion, age, sexual orientation, national or ethnic origin, disability, marital status, veteran status, or any other occupationally irrelevant criteria. Aspire promotes affirmative action for minorities, women, disabled persons, and veterans.