ADMINISTRATIVE ASSISTANT

STUDENT SERVICES

Definition

Under the general direction of the Assistant Superintendent of Student Services, provide administrative, secretarial, and public relations support to the Administrator; field inquiries; resolve routine procedural issues; handle correspondence, maintain department records, and provide excellent customer service for special needs students, their teachers and parents and the community at large.

Essential Functions

• Provide administrative and secretarial support to the Assistant Superintendent. Draft routine correspondence, design documents; compile data and file reports; including, but not limited to, department newsletters and TV and newspaper announcements, Childfind notices, meeting agendas, department budget reports, parent notices, staff evaluations, reports for Central Office, etc.  Organize and execute first class and bulk mailings. Sort and screen Administrator’s in-coming mail. Maintain the office filing system (eg. contracts, legal agreements, forms such as IEE requests and observation agreements, Affirmation of Consultation forms, SEPP documents, etc.)

• Collect data for DESE and Federally required reporting including but not limited to: Federal Indicator data, Proportionate Share lists and data, Homeless and Foster Care data, grant reporting, and compliance data for TFM Civil Rights and Special Education reviews. Upload data to the security portal as directed.

• Assist with filing and management of 688 referrals

• Coordinate and track Medicaid eligible services, both in and out-of-system for government reimbursement.  Provide training to service providers on reporting procedures as required.

• Provide transportation coordinator with transportation requirements for special needs students; update information as needed.  Serve as a liaison to parents and teachers about special education transportation and work with the Transportation Coordinator to coordinate service delivery.

• Assist with the coordination of the Summer School Program.  Track enrollment and assist with coordination of transportation, enrollment, materials, and other logistical support for in-district and out-of-district students.

• File rejected IEPs and unilateral placements with the Department of Elementary and Secondary Education within prescribed timelines.

• Notify students and parents of their right to student records before scheduled destruction; coordinate records release.

• Develop and maintain a list of translation services for parents and teachers within the system.  Prepare documents for translation and identify appropriate vendors for translation.

• Prepare and track all Placement Agreements for students in out-of-district placements; and legal and mediated agreements for all cases

• Maintain all special education administrators’ calendar; schedule meetings and interviews. Assist with the logistical planning and execution of PD events. 

• Provide public relations support to the Administrator.  May serve as intermediary in greeting parents, children, staff and other visitors; resolve routine issues or answer routine questions within the scope of authority; refer all other issues to special education administrators/ETLs in a timely and efficient way; direct volunteers and visitors; answer telephone, provide accurate information to callers, and take accurate messages when necessary.

• Provide administrative and secretarial support to other special education administrators and or members of the department as directed by the Assistant Superintendent of Student Services.

• Perform related duties as assigned. 

Minimum Qualifications

Skill, Knowledge and Abilities

• Thorough knowledge of special education policies and procedures.

• Thorough knowledge of the Student Information System, including Special Services functions.

• Knowledge of standard office procedures, practices, forms, and equipment; dexterity and accuracy in operating computers, including applicable department software.

• Ability to organize time; work independently on multiple tasks, with frequent interruptions.

• Ability to prepare routine to complex correspondence and reports utilizing several computer office applications.

• Ability to communicate effectively and pleasantly with a wide variety of individuals, including parents, students, teachers and outside vendors.

• Ability to maintain utmost confidentiality with respect to student issues and other sensitive personal matters.

• Knowledge of state regulations, M.G.L. Chapter 71, secs. 34D, 34E and 37L as they pertain to the maintenance and distribution of student records.

• Knowledge of M.G.L. Chapter 119, section 51A requiring the report of child abuse to the building principal.

• Ability to perform detailed record keeping work accurately and with dispatch.

• Ability to perform basic mathematical calculations accurately.

• Ability to understand, and explain policies and procedures, especially as they pertain to special education policies and procedures,  student records regulations and custody issues.

Education and Experience

Duties require two years of secretarial or business school with knowledge of office administration, secretarial practices, and automated office systems and procedures; 3 to 5 years of related experience; or any equivalent combination of education and experience.

Supervisory Responsibility

• None

Physical Elements

• Noisy and active work environment.

• Intermittent standing to assist parents and students.

• Frequent interruptions from students, parents, teachers, and others visiting or calling school. 

• May spend extended periods of time at a terminal or on telephone, or operating office machines, requiring eye-hand coordination and finger dexterity.

• Regular lifting and carrying of files, documents, records, etc; intermittent lifting and carrying of school supplies.

Full year position