POSITION OVERVIEW: Program Manager, Special Education Data and Finance
Portland Public Schools is seeking a highly motivated and detail-oriented candidate to join our Special Education and Student Support team as Program Manager, Special Education Data and Finance. The Program Manager will play a vital role in the district’s special education program monitoring and evaluation, by ensuring that we have high-quality data on services within our IEP management system (IMS), Acuity, as well as budgets and purchasing. The program manager will work with the district’s Data and Finance teams to ensure that our data integrates with other systems and rolls up accurately for required reporting.
ESSENTIAL DUTIES & RESPONSIBILITIES
+ Data System Administration
- Identify, diagnose, and resolve IMS issues for district users.
- Performs basic IMS setup for schools before the start of the new school year, including facilitating the updating of student assignments and caseloads.
- Facilitate accurate integration and carryover of IMS data with other district data and reporting systems, in collaboration with the Data team.
- Implement, test, and roll out new features of the IMS, as needed
- Develop and maintain necessary support and training materials on use of the IMS, and respond to training needs identified by schools.
- Provide training and support to school-based staff on data entry procedures to ensure data quality and consistency across the district.
+ Data Management and Reporting
- Facilitate timely and accurate special education data collection to meet State and Federal reporting requirements
- Maintain data integrity and accuracy within the IMS, including running reports to identify potential errors
- Work with school-based staff to ensure data is accurate and updated in a timely manner
- Conduct regular data audits and implement measures to maintain data accuracy, consistency, and completeness
- Perform basic data queries in response to inquiries from PPS staff or outside partner agencies
+ Budget Management and Reporting
- Process special education purchase requests, invoices, and other expenditures for final approval by department leadership
- Monitor special education budgets and provide regular reports to department leadership, in collaboration with other team members
- Gather information for required reporting and audits as needed, in collaboration with other team members
+ Data Security & Permissions
- Collaborate with members of the Data Team to develop policies, standards, practices, and security measures to ensure effective and consistent information processing operations and to safeguard information resources
- Manage user accounts and access permissions to safeguard data integrity and security within the IMS
- Adhere to data security policies and regulations (FERPA, PPRA, HIPAA, etc)
- Maintain the integrity of confidential information relating to students, staff, and/or district patrons
SKILLS, KNOWLEDGE, & EXPERIENCE
- Bachelor’s Degree (preferred)
- At least three years of work experience
- Familiarity with Acuity or other IEP management systems (preferred)
- Work experience connected to, or interested in, special education (preferred)
- Strong computer skills, especially with Google Workspace tools (e.g., Docs, Forms, Sheets) and Microsoft Office (e.g., Excel)
- Ability to develop clear documentation and to present technical information in user-friendly language
- Ability to handle multiple tasks simultaneously and to prioritize time, projects, and resources to meet deadlines in a timely manner
- Strong customer service approach and communication skills
- Demonstrated ability to be self-directed and take initiative as well as to work collaboratively
- Attention to detail and a commitment to accuracy
PHYSICAL DEMANDS
- Reaching/handling/manual dexterity to operate a computer keyboard, mouse, and other computer components
- Mobility to work in a typical office setting and use standard office equipment
- Must be able to travel to schools within the district
- Frequent near and far visual acuity with or without visual accommodation to read printed materials and computer screen or other monitoring devices
- Hearing/speech to communicate in person or over the telephone
CREDENTIAL REQUIREMENTS
- Maine State fingerprint (CHRC) authorization (more info)
EMPLOYMENT DETAILS:
- Year-round position
- Permanent
- Full Time, 1.0 FTE
- Reports to the Director of Specialized Programs
- Not eligible for overtime
- Non-represented
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Portland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, or disability, as defined and required by state and federal laws.