Special Services Support Specialist

Position Type:
Special Education Services
Date Posted:
1/26/2024
Location:
Pasco
Closing Date:
02/09/2024
Department: Special Services
Reports To: Special Services Executive Director
Classification: Classified Non-Exempt/1.0 FTE (40 hours per week)
Hourly Rate: $25.34 (step 1/year 1) - $28.52 (step 5/year 5)
SUMMARY: The Special Services Support Specialist assists program directors and practitioners with the coordination and scheduling of client referrals and related work for Birth to 3 and Audiology clientele. This position will provide direct communications with community members for scheduling and providing outreach services within the department. In addition, the Support Specialist will assist Audiologists with assessments and related work.
ESSENTIAL FUNCTIONS:

• Assist audiology practitioners during tests/procedures and provide feedback as requested. This will include but not be limited to setting up the testing room with proper equipment, supplies, and paperwork; checking assigned audiology equipment to ensure proper functioning; and ensure regular cleaning of toys and testing environment.
• Monitor and maintain up to date and working hearing devices. This will include but not limited to installing software, working with IT manufacturers and IT, as well as communicating to practitioners and other personnel as needed.
• Maintain inventory and perform appropriate checks on new and repaired hearing equipment, process hearing aids, and ear mold orders. Log and track repaired equipment. Prepare parent information and supply packets for hearing equipment services.
• Assist with the development and maintenance of a referral system to ensure a smooth process for making referrals, tracking early intervention service delivery and transition out of the Birth to 3 Program.
• Communicate with staff regarding status of referrals and collecting information needed for documentation.
• Manage patient flow by organizing and maintaining charts, organizing daily assist schedules, notifying audiologist of any issues with patient arrival, and patient communication of possible wait times.
• Enter and maintain timely and accurate data into the Early Intervention Data System.
• Assist with compiling data and other materials to share with Birth to 3 program stakeholders and ensuring compliance with various policies, procedures, and/or program components.
• Create and maintain up-to-date files (written and/or electronic) to ensure compliance with specific program requirements (ESIT compliance SPP indicators).
• Maintain records for staff training requirements (ESIT Training - training portal).
• Perform administrative and clerical functions as assigned: may include photocopying, chart/file creation and filing, correspondence preparation, ordering office supplies, mail and report distribution, processing returns to manufacturers, data entry, and reporting activities.
• Prepare a wide variety of written materials for the purpose of documenting activities, providing written references, and/or conveying information to referral sources as needed.
• Assist with public awareness activities, including maintaining a detailed record on file of the distribution of public awareness materials and the program's outreach activities.
• Assist with Local Interagency Coordinating Council activities and membership by providing information about the Birth to 3 Program to recruit parents and community members to participate.
• Maintain confidentiality and follow all applicable ESD 123 board policies and procedures.

Supervisory: None
OTHER JOB FUNCTIONS:
Performs related duties as assigned. *
*Related duties as required are duties that may not be specifically listed in the Position Description but are within the general occupational series and responsibility level typically associated with the employee's classification of work.
QUALIFICATIONS:

• Associate degree in related field or 1-2 years of relevant experience required. Bachelor's degree in health science or related field preferred.
• Proven technical expertise with computer systems Microsoft office and Google.
• Strong ability to collect, organize, and disseminate significant amounts of information with attention to detail and accuracy.
• Must possess strong communication, organizational, analytical, and written skills.
• Excellent computer skills: knowledge of word processing, database, and spreadsheet software; ability to demonstrate proficient computer skills.
• Ability to establish and maintain cooperative working relationships in the performance of work responsibilities.
• Excellent attention to detail and customer service skills.
• Bilingual and biliterate in English and Spanish preferred.

WSP/ FBI background clearance required.
Requires knowledge and ability to:

• Prepare and maintain accurate records and operating standard office equipment using pertinent software applications.
• Communicate with persons of varied cultural and educational backgrounds, maintaining confidentiality, and accurate record keeping.
• Build rapport with individuals and various agencies while maintaining consistent communication.
• Flexibility to work independently with others in a variety of circumstances.
• Learn and understand early childhood development and the referral systems and procedures within the various programs.
• Work independently.
• Demonstrate on-going professionalism.
• Demonstrate excellent organizational and time management skills.
• Learn, understand and abide by the following:
• Health Insurance Portability and Accountability Act (HIPPA).
• Department of Children Family and Youth Services (DCYF), Early Support for Infants & Toddlers (ESIT) policies and procedures.
• Individuals with Disabilities Education Act (IDEA), Part C, Early Intervention and (IDEA) Part B requirements.
• Family Educational Rights and Privacy Act (FERPA).

POSITION BENEFITS:

• Opportunities to receive on the job training.
• Access to full benefits (SEBB medical, vision, and dental insurance. WA DRS SERS retirement plan. Medical reimbursement account, Life and Long-Term Disability Insurance etc.).
• Access to the agency's wellness program.
• Paid sick leave (8 hours per month).
• Paid vacation leave (start at 8 hours per month).
• 13 paid holidays.

COMPENSATION:

• Paid once a month on the last working day of the month.
• Receives an average monthly gross paycheck based on the number of days and hours assigned to the work calendar (Sept 01-Aug 31) and placement on the salary schedule.
• A full work calendar for this position is 260 days and 8 hours per day. Below is an example of a gross monthly paycheck for a full work year:
  • $4,392.27 (step 1/year 1) - $4,943.47 (step 5/year 5)
  • This amount may increase or decrease slightly based on hiring date and months remaining in the work calendar (Sept 01-Aug 31).

TRAITS THAT YOU MUST POSSESS

• Proactive self-starter. A strong sense of taking initiative moving forward without waiting to be told what to do and how to do it.
• Flexible and can thrive in a fast-paced environment where you may have to wear several hats.
• Possess confidence while being humble- lack excessive ego or concern about status. Willing to share credit, emphasize team over self and define success collectively rather than individually.
• Hungry- always looking for more. More things to do, learn, and take responsibility for. Constantly thinking about the next step an opportunity.
• Smart- have common sense about people. Good judgement and intuition around the subtleties of group dynamics and the impact of your words and actions.

THESE STATEMENTS MUST RESONATE WITH YOU:
"Yes, that is possible. Let me handle it, I'll figure it out."
"I am not sure, but I will find out for you."
"I have not done that before, but I can do it."
"I take a see-it, own-it, solve-it, do-it approach."
ABOUT OUR TEAM AND AGENCY
Helping students realize their dreams and aspirations is at the heart of everything we do at ESD 123. We accomplish this by embracing our employees as One Team, and operating with loyalty and commitment through compassion, dedication, and collaboration. At ESD 123, we strive to offer the highest quality customer experience by committing to our Culture Playbook, and always looking for ways to say, "Yes, and..." Each member of our ESD team must be humble, hungry, and smart, with a focus on making his or her teammates look good while working toward achieving our mission.
We want this position to be one that you are or can be passionate about and look forward to embracing. We want you to grow, be challenged, and have fun while doing things that you are skilled at and enjoy. We are looking for someone who is proud to join our ESD One Team!
WORKING CONDITIONS/PHYSICAL REQUIREMENTS:
Work is performed primarily in an office environment; however, travel is required to local school districts and program sites, and for workshops, committee representation and conferences at local, regional, and state level. Sitting for extended periods of time may be required. Lifts and carries a maximum of 35 pounds. Adequate manual and finger dexterity, hearing, speech, and vision are necessary to perform the essential functions of this position.
Hazards: Those present in a normal office environment; no known significant hazards.