COLONIAL INTERMEDIATE UNIT 20 JOB DESCRIPTION AND STANDARDS OF PERFORMANCE Management Assistant Child Accounting and School Based Access Program 2012-2013 December 18, 2012
POSITION DESCRIPTION TITLE: Management Assistant Child Accounting and School Based Access Program LEVEL: Level 5 QUALIFICATIONS: Bachelor s Degree, data entry skills, expertise in using Microsoft Office, effective written and oral expression, excellent communication and presentation/training skills, ability to actively listen to individuals and/or groups and determine direction and resolution, ability to work under pressure, high level organizational kills, high level of confidentiality, ability to sit or stand for long periods of time. LOCATION: JOB GOAL: Colonial Intermediate Unit 20 Central Office To coordinate and provide presentations and trainings for the regional child accounting, PIMS service, and School Based ACCESS program for CIU 20 and all districts in our catchment area to maximize the collection of data in the delivery of services for students in an efficient and cost effective process. Coordinate processes for entering and tracking of related services; procurement of financial reimbursement for services per the Commonwealth of Pennsylvania and federal guidelines and School Based ACCESS program. ESSENTIAL DUTIES AND RESPONSIBILITIES: 1. Data Entry Collection, Coordination and Verification and Auditing for Regional Child Accounting and PIMS: Collecting, coordinating, uploading and submitting ACS, and verifying PIMS and child accounting information, obtained from Colonial Intermediate Unit 20 and school district programs in the child accounting system as well as information obtained from the Pennsylvania Department of Education, Bureau of Special Education and contractor for the Special Education Database. Distribute text files and reports generated by aforementioned to Colonial Intermediate Unit 20 and district personnel. Coordinate and verify information for the Pennsylvania Department of Education via the CIU 20 Regional Child Accounting System and PIMS. Also, provide detailed child accounting information and PIMS for all districts in the CIU 20 catchment area for state and federal audits upon request. 2. Creation and Submission of Child Accounting and Program Specific Reports: Create and submit all required reports by established deadlines. Special reports will be needed to develop for the Executive Director, Director of Special Education, Special Education Supervisors, and the business department as needed on an ongoing basis.
3. Presentations and Training: Provide presentations and training for Colonial Intermediate Unit 20 staff and district personnel in compiling information necessary for tracking purposes and maintaining current reports as required by the CIU20, State, and Federal mandates. Also, attend PIMS, Child Accounting, School Based ACCESS Program, and other training sessions as required in order to maintain current knowledge and trends in job-related practices and procedures. 4. Monitoring and Review Data Processes: Continuously design, maintain with all state and federal mandates, and review data collection forms for Child Accounting and School Based ACCESS Program in order to be able to collect required data. Provide Child Accounting and School Based ACCESS program support to CIU20 departments and District staff. Monitor Child Accounting activities and School Based ACCESS Program for Colonial Intermediate Unit 20 staff, district personnel, and contracted providers to ensure accurate and current data files. Other Duties: Responsible for all other duties as assigned by the supervisor and including the accomplishment of job goals as determined by Colonial Intermediate Unit 20 departmental plan. This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by their supervisor. TERM OF EMPLOYMENT: 1. Salary and work year to be established by the CIU 20 board. In accordance with state and federal law, reasonable accommodations will be considered upon employee request. 12/2012
Management Assistant Child Accounting and School Based Access Program Standards of Performance The standards of performance of the position are as follows: Essential Duties and Responsibilities: 1. Data Entry Collection, Coordination and Verification and Auditing for Regional Child Accounting and PIMS: To ensure collecting, coordinating, uploading and submitting ACS, and verifying PIMS and child accounting information, obtained from Colonial Intermediate Unit 20 and school district programs in the child accounting system as well as information obtained from the Pennsylvania Department of Education, Bureau of Special Education and contractor for the Special Education Database. Distribute text files and reports generated by aforementioned to Colonial Intermediate Unit 20 and district personnel. Coordinate and verify information for the Pennsylvania Department of Education via the CIU 20 Regional Child Accounting System and PIMS. Also, provide detailed child accounting information and PIMS for all districts in the CIU 20 catchment area for state and federal audits upon request. (25 points) 2. Creation and Submission of Child Accounting and Program Specific Reports: To create and submit all required reports by established deadlines. Special reports will be needed to develop for the Executive Director, Director of Special Education, Special Education Supervisors, and the business department as needed on an ongoing basis. (25 points) 3. Presentations and Training: To provide presentations and training for Colonial Intermediate Unit 20 staff and district personnel in compiling information necessary for tracking purposes and maintaining current reports as required by the CIU20, State, and Federal mandates. Also, attend PIMS, Child Accounting, School Based ACCESS Program, and other training sessions as required in order to maintain current knowledge and trends in job-related practices and procedures. (25 points) 4. Monitoring and Review Data Processes: To continuously design, maintain with all state and federal mandates, and review data collection forms for Child Accounting and School Based ACCESS Program in order to be able to collect required data. Provide Child Accounting and School Based ACCESS program support to CIU20 departments and District staff. To monitor Child Accounting activities and School Based ACCESS Program for Colonial Intermediate Unit 20 staff, district personnel, and contracted providers to ensure accurate and current data files. ( 20 points) 5. Other Duties: To be responsible for all other duties as assigned by the supervisor and including the accomplishment of job goals as determined by Colonial Intermediate Unit 20 departmental plan. (5 points)
Management Assistant Child Accounting and School Based Access Program Standards of Performance 1. Satisfactory performance in respect to Data Entry Collection, Coordination and Verification and Auditing for Regional Child Accounting and PIMS: 1.1. The Pennsylvania Department of Education, Bureau of Special Education, contractor s established procedures have been reviewed and implemented. 1.2. Regional Child Accounting information received from Colonial Intermediate Unit 20 and district staff will be merged into the database system per established timelines. 1.3. Reports and memos regarding instructions and important facts/guidelines are distributed to Colonial Intermediate Unit 20 and district staff members per an established timeline. 1.4. Formats and Colonial Intermediate Unit 20 procedures and policies are revised to meet the Pennsylvania Department of Education Bureau of Special Education contractor requirements and shared with districts. 1.5. Follow established Colonial Intermediate Unit 20 Regional Child Accounting procedures to verify and validate Child Accounting information received from Colonial Intermediate Unit 20 and district and staff members. 1.6. Submit all required fields of data, run cognos(error) reports, meet timelines for PIMS submission, retrieve executive director s signature on ACS and submit ACS verification for the following PIMS reports: District and Student Enrollment, Special Education Collection, Course/Highly Qualified Teacher, Graduate and Drop outs, Child Accounting for school districts and charter schools. This includes all Penndata reporting requirements and submissions. 2. Satisfactory performance in respect to creation and submission of Child Accounting and Program Specific Reports: 2.1 Approved Private School/Non Public School data bases are maintained with required information/fields for state reporting and equitable participation funding report. 2.2 Process Attendance, Date Edit and Year-End Reports are processed on a scheduled basis and reviewed for accuracy. 2.3 Complete and meet deadlines to submit the aggregate count and fair share report to the Director of Special Education 2.4 Create and submit all data reports for billing of all CIU20 services to business department per established timelines. 2.5 Maintain, create, and submit Detention/Treatment Center billing report and follow procedures put in place to gather information. 2.6 Manage the contracted special education, related service, and school based access management system.
2.7 Create monthly reports for related service supervisors of related service providers caseloads and log of worked hours. 2.8 All other requested reports will be created and submitted as necessary. 3 Satisfactory performance in respect to presentations and trainings: 3.1 Training needs are identified when changes and or new information is issued by PDE, DPW, or any other organization changes. Trainings are then scheduled upon r for Colonial Intermediate Unit 20 employees and district personnel. 3.2.A process is outlined and implemented on training new CIU20 employees that will need to utilize the special education management system, school based access logs and requirements, and related service tracking for billing. 3.3 Attend scheduled Child Accounting and other training sessions as required such as: PIMS, PennData, School Based ACCESS program, and/ or contractor s programs, and other trainings your supervisor assigns you to attend. 3.4 Assistance/presentation is provided when request are submitted by supervisors for trainings and/or support for use of management system and/or related tracking forms. 4 Satisfactory performance in respect to monitoring and review data processes: 4.1 Continuously design, maintain all student tracking forms needed to enter data into the management systems for special education, billing, and School Based ACCESS program and upload final tracking forms to the intranet site. 4.2 Review student daily attendance on a monthly basis for accuracy. 4.3 Child Accounting, Special Education Management System, and School Based ACCESS are audited by an established procedure on a scheduled basis. 5 Satisfactory performance in respect to other duties: 5.1 Completion of other duties as necessary for job performance.