Job Description:

12 month-full time exempt

 GENERAL RESPONSIBILITIES:      

 Oversees managing the financial, administrative, and operational functions of the ESS department. This position ensures the efficient use of resources, compliance with relevant laws, and supports the strategic goals of the department.

 MAJOR TASKS: 

 Budget and Financial Management:

• Helps Develop, manage, and monitor the ESS department budget, ensuring compliance with federal, state, and local guidelines.
• Prepares budget forecasts and reports for the department, reviewing expenditures, and making recommendations for cost control or adjustments.
• Assist with the allocation of resources and funding for specialized programs and services for students with disabilities.
• Handles all Medicaid reimbursements and data systems related to Medicaid

Resource Allocation and Procurement:

• Oversee the acquisition of necessary supplies, equipment, and materials for Special Education programs.
• Work with vendors to ensure the timely and cost-effective purchase of materials and services.
• Ensure that all resources are allocated in alignment with student needs and department priorities.

Compliance and Reporting (ADE)

• Submits all state and federal reports regarding student census, annual data reports and other online submissions 
• Maintain accurate records of special education services, student progress, and funding allocation.
• Assist with preparing reports and data for state and federal agencies, and contribute to the preparation for audits and evaluations.
• Administers, maintains, and analyzes the Special Education database
• Maintains special education records in e-IEPpro software and the required ESS fields in the Student Information System databases.
• Reviews data for accuracy and makes appropriate suggestions for corrections to case managers. Coordinates with the ESS Team to support data uploads to the Arizona Department of Education (ADE). Develops and supports the Director in developing yearly calendar of data to ADE. Provides customized reports for the ESS Director, ESS Specialist and other departments within the District. Works with the software vendor to facilitate changes and upgrades to the system based on the needs of the department. Performs annual rollover of IEP student data and assigns them to the appropriate schools, case managers and related service personnel.
• Supports and monitors Private Day applications (EDP)

Supports with Grant Management 

• Supports ESS Director to Identify, apply for, and manage grants and funding opportunities specific to Special Education
• Prepare necessary documentation for grant reporting and compliance.

Staff Support and Training:

• Coordinate training programs related to budgeting, resources, and compliance for Special Education staff.
• Act as a liaison between the Special Education department and other departments, ensuring smooth communication and collaboration.

Data Management and Analysis:

• Develop and maintain systems for tracking student data, service delivery, and progress reports.
• Analyze data to identify trends, gaps, or needs in service provision and financial management.
• Assist in the development of long-term strategies to improve special education services based on data analysis.

Communication and Coordination:

• Act as the primary point of contact for all administrative and operational matters related to Special Education.

QUALIFICATIONS:

• Experience in financial management, budgeting, or business administration, preferably within an educational or special education setting.
• Knowledge of special education laws, regulations, and funding sources (IDEA, 504, etc.).
• Strong analytical skills, attention to detail, and the ability to interpret and manage data.
• Excellent communication and organizational skills.
• Ability to work collaboratively in a team environment, while also being able to manage multiple projects independently.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint), and experience with specialized education management software.

Preferred:

• Business Degree
• Previous experience working in Special Education or an educational setting.
• Familiarity with state and federal funding programs for special education.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to have regular and reliable attendance, is regularly required to sit, talk and/or hear.  The employee is occasionally required to stand; walk; use hands to finger, handle, or feel objects, tools and/or controls; and reach with hands and arms.

The employee must occasionally lift and/or move up to 15 pounds.  Specific vision abilities required by this job include: close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate.

 SUPERVISION:            Received from:  :   Director of ESS

 EVALUATION:             Annually  in accordance with the policy of the Governing Board.