Job Summary: The Special Services Assistant supports the Special Education Department by managing administrative tasks, student data, compliance documentation, purchasing, and reporting. This position works with multiple district and state systems to ensure accurate records, timely reporting, and compliance with special education requirements.

8 Hours Per Day

260 Days Per Year

Essential Job Functions: This list of essential job functions is not exhaustive and may be supplemented as necessary.

Provide daily administrative support to the Special Education Department.

Manage calendars, meetings, agendas, and department communications.

Maintain student and department records and digital files.

Respond to records requests, parent complaints, and urgent needs.

Maintain student records in district and state systems.

Track IEP timelines, evaluations, caseloads, and placements.

Support IEP teams with documentation and compliance tracking.

Assist with 504 plans, restraint/isolation reporting, and corrective action tracking.

Prepare and submit required state and federal reports.

Run monthly, seasonal, and annual reports.

Monitor graduation, leavers, and post-school outcomes.

Process purchasing requests, POs, and required documentation.

Track budgets, expenditures, and pre-approvals.

Monitor contracts, renewals, and vendor compliance.

Support Medicaid billing and reimbursement processes.

Use and support multiple systems including IEP Online, CEDARS, Panorama, Qmlative, and Google Workspace.

Maintain system access, permissions, and data accuracy.

Preferred Knowledge, Skills, and Abilities:

Working knowledge of special education laws and regulations (IDEA, Section 504, OSPI guidance)

Strong understanding of compliance timelines, documentation, and reporting requirements

Advanced proficiency in Excel, including formulas, pivot tables, and data analysis

Proficiency with Google Workspace and Microsoft Office applications

Ability to manage multiple systems and competing priorities simultaneously

Strong organizational, communication, and problem-solving skills

Ability to handle confidential and sensitive information with discretion

Attention to detail and high accuracy standards

Ability to work independently while collaborating across teams

Experience in a school or special education setting preferred

Mandatory Conditions of Employment:

Omak School District #19

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