26-96; Student Services Program Assistant I; 1.0 FTE; Student Services; Probationary

Reports to: Director of Student Services | FLSA Status: Non-Exempt

About the role

This position provides full-spectrum administrative support to the Director of Student Services, including matters of a confidential nature. Manages daily operations of the Student Services Department, including answering frequent questions, maintaining the Director's calendar, and preparing regular district and state reports under supervisor direction.

Responsibilities

• Assists the Director/Administrator in coordination of the Inter-district transfer process, ensuring school/district compliance with state statutes, district and board policies; including processing applications and resolving enrollment and residency questions and issues for district staff, parents/guardians, and other districts as necessary.
• Coordinates and oversees processes to prepare regular and accurate reports for submission to ODE and federal agencies, meeting all required deadlines and recording revenue as appropriate. Reports include Child Find, June & December CENSUS, Private School Collection, Restraint & Seclusion, High Cost Disability, Post School Outcome Exit & Follow-up, and Coordinated EIS, Procedural Compliance Review, and other ODE reporting as needed.
• Reviews all Special Education Individual Education Plan paperwork provided by Special Education Staff and agency service providers. Directs special education staff with training and coordination of special education compliance and monitoring activities to ensure compliance in all SPR&I checkpoints, state statutes, district, and board policies.
• Coordinates and manages records for third parties, including Office of Civil Rights, ODE, investigations, and litigation as related to Student Services.
• Maintains and secures highly confidential student records and inquiries.
• Maintains and prepares accurate and current student records, files, and student information databases, including coordination and correspondence with other districts and outside agencies as necessary.
• Serves as initial contact person and liaison between the Student Services Director and district/building personnel, parents/guardians, students, and the general public.
• Coordinates Community Based Instruction tutors and related processes, including tracking of student participation, tutor timesheets, and assisting schools in compliance with district procedures.
• Provides administrative assistance to the Director/Administrator, including calendar management, preparing correspondence, taking minutes, arranging travel, and other tasks as necessary.
• Assists Director/Administrator in district-level projects and processes.
• Assists in development and reporting on program budget.
• Processes department purchases, including purchase requisitions/orders, assuring proper approvals, coding, and maintaining/tracking of Special Education staff discretionary spending.
• Researches, creates, inputs, formats, organizes relevant data as needed or requested, and prepares it in a usable format.
• Maintains accurate office records including documents and forms used by the program, filing, copying, creating manuals, and mailing information.
• Professionally represents the school and the District in interactions with parents, community, staff, and students and resolves conflict in a professional manner.
• Works collaboratively with District and building administrators and other department staff to provide reliable service to customers.
• Works collaboratively with outside Districts and Agency Service Providers for training, service coordination, and reporting.
• Provides impeccable customer service.
• Maintains records of Student Services related staff certifications and training hours.
• Coordinates maintenance of office machinery and supplies.
• Attends work regularly and is punctual.
• Annually passes the District's required online training by the District's assigned due-date.

Qualifications

• High school diploma or equivalent required. Minimum two years of experience, or equivalent combination of education and experience, in general office duties including typing, managing executive calendars, and database management. Associate Degree preferred.
• Prior successful experience in an educational environment strongly preferred.
• Works well with diverse populations of students and adults. Strong communication skills including listening, problem-solving, and de-escalation. Remains open to others' ideas and contributes to building a positive work environment.
• Strong Microsoft Office Suite skills; proficiency using Word, Excel, PowerPoint, Outlook, OneNote, and SharePoint required. Experience with a variety of school and web-based software and reporting systems.
• Valid Oregon Driver's License.

Pay

$24.25–$30.11 per hour (2025-26 salary schedule; 2026-27 salary schedule to be determined).

Physical Demands

• Regularly required to communicate with others, including understanding and being understood.
• Must be able to move between buildings and visit sites throughout the district.
• Requires use of a variety of digital systems, software, and hardware.
• May require some travel outside the district.
• Occasionally exposed to wet or humid conditions and outdoor weather conditions.
• May be exposed to blood-borne pathogens.

Work Environment

• Noise level is usually low to moderate but occasionally high depending upon activities.