PPS Support Services Assistant

Lexington School for the Deaf•Town of Ellicott, NY

19h•$60,000 - $75,000•Onsite

About The Position

The PPS Student Support Services Assistant provides comprehensive administrative and coordination support to the Pupil Personnel Services Department. This role is responsible for facilitating student intake, scheduling evaluations, supporting IEP processes, and maintaining compliance with all New York State Education Department (SED) requirements.

Requirements

Strong organizational and time management skills with exceptional attention to detail
Ability to manage multiple priorities and deadlines in a fast-paced environment
Proficiency in Microsoft Office, Excel, and Google Drive
Excellent written and interpersonal communication skills
Ability to maintain confidentiality and handle sensitive information professionally
Ability to work independently and collaboratively across departments
Bachelor’s degree preferred
Minimum of 2–3 years of administrative experience, preferably in an educational or special education setting
Familiarity with NYSED, CSE/CPSE processes, and student services strongly preferred
Required clearances include medical clearance, fingerprinted by the NYC Board of Ed, SCR, and SEL clearance
Prolonged periods of sitting at a desk and working on a computer
Must be able to lift up to 15 pounds at times

Nice To Haves

Ability to communicate using American Sign Language (ASL) is a plus; must show commitment to learn

Responsibilities

Prepare and submit student application materials (PHC-10, audiological reports, and supporting documentation) to SED; track approvals and maintain records
Ensure all intake packets are complete, accurate, and submitted within required timelines
Coordinate MDT/Placement meetings, including scheduling, invitations, and interpreter services
Maintain updated contact lists for referring agencies and school districts
Schedule evaluations by coordinating availability of families, staff, and evaluators
Arrange for interpreters and obtain necessary documentation from referring agencies and prior schools
Confirm appointments and distribute schedules to all participants
Monitor timelines to ensure all evaluations and reports are completed in compliance with NYSED, CSE, and CPSE requirements
Proofread evaluation reports for accuracy and completeness
Coordinate IEP meetings with CSE/CPSE and district representatives
Prepare meeting packets, confirm attendance, and communicate interpreter needs
Track deadlines for evaluations, family consent, and meetings to ensure regulatory compliance
Support Deaf Infant Program (Ready to Learn) application submissions to SED, including preparation of transmittal letters and supporting documentation
Coordinate in-house and contracted evaluations for re-determination cases and residential applications
Follow established protocols for specialized placements and prepare approval documentation
Initiate related service requests with CSE/CPSE as needed
Maintain accurate student records and data for reporting and compliance
Track and process billing for contract evaluators
Maintain PPS Director’s calendar and scheduling needs
Assist with preparation of reports, including year-end summaries and cost analysis
Support meetings through scheduling, documentation, and note-taking
Develop and maintain organized systems to track all phases of student services (intake, evaluations, triennials, and annual reviews)
Supports the school’s Strategic Planning initiative with an emphasis on strengthening culture. Demonstrates commitment to the school purpose, vision, and mission.