EXAMPLES OF DUTIES AND RESPONSIBILITIES:

Performs various administrative and secretarial duties necessary to manage a program.

Schedules and maintains the calendar, commits program staff to appointments, and coordinates with other units, divisions and departments, as well as other stakeholders, particularly parents of young children. Follows up with phone/e-mail/letter as necessary.

Collaborates with program staff to develop, proofread, and consolidate diagnostic information into cohesive team assessment reports for use in the special education process within legal timelines.

Retrieves, receives, logs-in, screens and distributes program mail to staff members.

Answers a high volume of telephone calls and inquiries, resolves issues and/or takes messages, screening and routing calls to appropriate supervisors and staff as needed.

Obtains required information from parents to complete enrollment in MCPS; completes MCPS enrollment process in OASIS for children receiving program services.

Enrolls, withdraws/transfers, queries OASIS database student body; accesses special education IEP system to monitor timelines, manage records, and complete forms.

Verifies enrollment documentation, (Montgomery County residency, immunizations, birth certificate, custody, previous school records, and COSA (Change of School Assignment)).

Enters student information into program database and maintains database records, updating information as appropriate; maintains documentation of cancellations, rescheduling, and parental withdrawal from services and generates reports as needed.

Processes, assembles, maintains, and transports program and confidential student files.

Researches, compiles and analyzes information for reports as needed by program staff.

Initiates actions to keep program staff informed of operations and follows up.

Distributes files and other student records to multiple MCPS offices for follow-up in the special education process.

Maintains and follows up on correspondence as assigned, including monitoring of due dates, routing to reviewers and obtaining signatures within designated timelines.

Receives and screens visitors to the office, and answers inquiries regarding operations and/or services; assists visitors in completing required paperwork to access services.

Produces a variety of documents (letters, memos, merge database records, mailing lists, reports, charts, graphs and tables, team evaluations, announcements, informational flyers, forms, etc.) from rough draft copy, verbal instructions, and brief notes using current office software products.

Maintains electronic data files of documents using current office software products following established procedures for creating program databases, backup files, purging and storing files and creating reports.

Maintains program accounts using manual or computerized recordkeeping systems.

Orders and maintains capital and operating budget accounts related to purchasing and outside vendors using the current financial management software (i.e. FMS), as needed.

Maintains and inventories office supplies and arranges for equipment service.

Maintains office or unit records for program and process actions.

Collects and processes timesheets and leave slips and/or posts payroll in Lawson, as needed.

Arranges for equipment and building service assistance.

Organizes and coordinates translation services when required.

Monitors mandated timelines for assessments, reports, and IEP meetings and informs program staff of upcoming deadlines.
Performs related work as required.