Special Services Manager, SPED Department

Olathe Public Schools•Olathe, KS

22h•Onsite

About The Position

This position is responsible for the daily oversight and successful operations of the special services department. This position is part of the Special Services team and reports to the Executive Director of Special Services. The role involves managing and monitoring budgets, overseeing purchasing and fiscal accountability, managing categorical aid reimbursement, coordinating contracted services, completing state reporting, managing Extended School Year (ESY) programs, overseeing timekeeping for classified staff, supporting staffing documentation, providing direct supervisory oversight, coordinating with the Olathe Special Services Site Council, organizing professional development, and providing executive-level administrative support. The position also serves as a daily resource for department inquiries and maintains organized systems for documentation and workflow management.

Requirements

Bachelor's degree preferred
2-5 years of previous experience
1-2 years of previous supervisory experience preferred
Knowledge of Special Education federal, state, and local regulations
Experience working with a school district is preferred
Thorough knowledge of budget management and oversight
Demonstrated ability to maintain comprehensive documentation and records
Excellent verbal, written and listening communication skills
Advanced knowledge of Excel and ability to develop and analyze complex reports
Ability to organize and prioritize multiple projects simultaneously
Strong attention to detail and a high degree of accuracy in calculations
High degree of motivation, responsibility, and confidentiality
Demonstrated ability in compiling, organizing, and analyzing data
Ability to work independently with minimal supervision in a fast-paced work environment
Highly collaborative team player
Proficiency with Microsoft Office (Word, Outlook, etc.)
Ability to self-initiate areas of opportunity, make recommendations for improvement, and follow up as necessary to achieve desired results

Responsibilities

Manage and monitor the VI-B budget, including the Targeted Improvement Plan (TIP) grant, ensuring appropriate allocation, tracking, and compliance.
Oversee building‑level special education budgets, including purchasing, reconciliation, and fiscal accountability.
Manage categorical aid reimbursement for all certified staff claims for all special education services.
Serve as a support for KSDE/OPS correspondence related to licensure and compliance.
Coordinate and oversee contracted services expenditures for out‑of‑district student placements, including certified and classified staff, and special education vendors.
Complete and submit all required Kansas State Department of Education (KSDE) reporting through the grant management system and KIAS, ensuring accuracy and timeliness.
Manage Extended School Year (ESY) certified staff agreements, including development, tracking, and compliance.
Oversee ESY material purchasing, organization, inventory, and distribution.
Ensure completion and accuracy of ESY individualized student planning, profiles, and supporting documentation.
Manage Oracle timekeeping and system oversight for all classified special education employees.
Support staffing documentation, service verification, and payroll‑related processes as needed.
Provide direct supervisory oversight of assigned staff, including performance monitoring, evaluation, and operational support.
Coordinate and support the Olathe Special Services Site Council with the director.
Organize and communicate district level professional development opportunities for special services staff.
Provide executive‑level administrative support, including scheduling and coordinating meetings, managing calendars and communication flow, answering calls and responding to inquiries, and supporting on‑site meeting and event setup.
Serve as a daily resource for department inquiries, offering phone and vendor assistance.
Maintain organized systems for documentation, correspondence, and workflow management.