Frontline Applicant Tracking - The Greater Cincinnati School Application Consortium

Openings as of 3/29/2025

Mason City Schools - Special Services Administrative Assistant

JobID: 39848

Position Type:
  Secretarial and Office Personnel/Secretary / Administrative Assistant


Date Posted:
  1/17/2025


Location:
  Mason City Schools - Mason Central Office


District:
  Mason City School District
  Additional Information:  Show/Hide
         
Special Services Administrative Assistant

POSITION DESCRIPTION

Administrative Assistant.

REPORTING

Reports To:  Special Education Supervisor

QUALIFICATIONS

Proficiency with Office and Google products. Interpersonal skills necessary to positively promote the district to families, community groups and the general public. Demonstrate excellent written and verbal communication skills. Ability to adapt and respond to multiple priorities and demands with varying deadlines. Ability to demonstrate a record of accountability, acceptance of responsibility, and productivity Must be highly organized and able to prioritize. Must be a team-player. Ability to keep employee and student matters strictly confidential. Must be a person who shows initiative and works independently in absence of supervision. High attention to detail. Must be adaptable and flexible.

ESSENTIAL PERFORMANCE RESPONSIBILITIES

Familiarity with or willingness to learn systems unique to education such as E-School, Cognos, SC View, etc. Receive and review Special Education and Section 504 paperwork and verify information entered into Samegoal is compliant. Maintain special education student files, both hardcopy and electronic. Provide special education records to districts and agencies as requested with appropriate request documentation/signatures. Run applicable reports from Samegoal/EMIS as requested by Special Services staff. Secure contracts with outside vendors used for services and placements for Special Education  students. Maintain the Special Services budget including: process of requisitions, payment of monthly billing for contracted services and renewal of yearly contracts for services. Assist in the management of Medicaid billing for students with IEPs. Collaborate departmentally to ensure Special Education related items are included on the Board agenda for approval. As necessary: monitor and respond to emails, attend meetings, compile and prioritize information to be delivered to the department. Prepare correspondence, bulletins, memos, agendas, publications and other information originating in the Special Services office. Receive telephone calls in the department and for the Special Education Supervisor and staff and make proper disposition of such calls.  Provide for appropriate and courteous treatment of the public, take messages, schedule appointments and answer questions as needed. Assist in the maintenance and submission of state reports. Assist in filing Excess Cost and Catastrophic Cost reports. Maintain Special Services inventory: electronics, student equipment, online subscriptions/curriculums. Assemble and distribute data and information for distribution to Special Services staff. Develop and maintain an orderly filing system of reports, information, documents and forms pertaining to duties. Set up, support and troubleshoot SameGoal for all Mason staff. Assist Alternate Assessment testing process. Act as point of contact and support Special Services staff with onboarding, purchasing, reimbursements, processes, troubleshooting. Staff including: Special Services Supervisors, Intervention Specialists, Psychologists, OT/PT, Speech,  Counselors, home instructors, work study, building SE administrative assistants. Schedule interviews for related services positions, gather candidate information and create files for administrators. Perform all other duties as assigned.                         Terms of Employment::   260 days.  Work calendar to be developed by Immediate Supervisor. Salary to be established by the Superintendent. Interested individuals should complete the on-line application.  Those deemed most qualified will be contacted to interview.   EQUAL OPPORTUNITY EMPLOYER





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Openings as of 3/29/2025

Mason City Schools - Administrative Assistant Class III - Registrar

JobID: 40494

Position Type:
  Secretarial and Office Personnel/Secretary / Administrative Assistant


Date Posted:
  3/19/2025


Location:
  Mason City Schools - Mason Central Office


District:
  Mason City School District
  Additional Information:  Show/Hide

Mason City Schools
Date Posted: March 19, 2025

Position: Administrative Assistant Class III - Registrar
  
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 Department: IT & Registration
 Reports To: Innovative Systems Officer
Days: 260
The PK-12 Registrar plays a pivotal role within the Central Registration Office, managing the student registration process from initial inquiry through successful enrollment. This position utilizes an online platform to ensure accurate data entry and documentation verification, guiding families through the registration process by confirming that all required documentation and information are complete. The role requires a customer service-oriented professional with excellent organizational skills and a strong commitment to supporting families and the educational community. The Registrar creates a hospitable, supportive environment where families and District Office guests feel welcome and a sense of belonging.
Performance Responsibilities
 
• Registration Process Management:
  • Oversee and execute the K-12 student registration process, ensuring all families receive clear guidance and support throughout the enrollment journey.
  • Utilize Final Forms to process registrations, verify information, and maintain accurate student records.
• Documentation & Compliance:
  • Review, collect, and validate required documentation for registration, ensuring compliance with district policies and state regulations.
  • Work proactively to resolve any discrepancies or issues in registration documents and data.
• Family Support & Communication:
  • Act as the primary point of contact for families, addressing inquiries, providing registration instructions, and troubleshooting issues as needed.
  • Offer multilingual support where applicable to accommodate diverse family needs.
  • Use digital tools, translators, and interpreters where needed to ensure families can understand what the district requires for registration.
• Data Management & Reporting:
   
  • Maintain up-to-date records of registration data and compile reports on registration status, trends, and compliance metrics.
  • Collaborate with IT and administrative teams to ensure data integrity and system efficiency.
• Collaboration & Process Improvement:
  • Work closely with school administrators, counselors, and other district personnel to coordinate the registration process and address emerging challenges.
  • Provide feedback and propose improvements to streamline registration procedures and enhance the family experience.
• District Office Guest Coordination:
  • Provide a welcoming environment for guests in the waiting area
  • Provide wayfinding assistance where needed to guests
 
Qualifications and Skills
 
• Technical Proficiency:
  • Strong experience using registration systems, particularly Final Forms, to manage and process student data.
  • Basic computer skills and familiarity with data management applications.
• Organizational Skills:
  • Excellent written and verbal communication skills, with the ability to clearly explain registration requirements and resolve inquiries.
  • Demonstrated ability to work effectively with a diverse range of families, ensuring a supportive and welcoming environment.
• Customer Service and Communication Skills:
  • Excellent written and verbal communication skills, with the ability to clearly explain registration requirements and resolve inquiries.
  • Demonstrated ability to work effectively with a diverse range of families, ensuring a supportive and welcoming environment.
• Interpersonal Skills:
  • Ability to work collaboratively with team members, school personnel, and external partners.
  • Strong problem-solving skills and a proactive approach to addressing challenges in the registration process.
• Education & Experience:
  • Associate’s Degree in a related field required; Bachelor’s Degree preferred.
  • A minimum of 3-5 years’ experience in an educational role or similar position is highly desirable.
 
Physical Requirements
 
• Ability to work at a computer for extended periods.
• Occasional lifting of files, documents, and registration materials as needed.
 
Terms of Employment
Employment is subject to the policies established by the district’s Board. This job description outlines the general nature and level of work performed by the K-12 Registrar and is not an exhaustive list of all responsibilities. Flexibility may be required during peak registration periods, including occasional after-hours work.

Interested individuals should complete the on-line application.  Those deemed most qualified will be invited to participate in interviews.

EQUAL OPPORTUNITY EMPLOYER
 
 




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