Administrative Assistant, Student Services

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. Performance Responsibilities: - 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, newspaper announcements, Childfind notices, meeting agendas, department budget reports, parent notices, staff evaluations, and reports for Central Office - Maintain the office filing system (e.g. contracts, legal agreements, forms such as IEP 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 - Prepare and submit the annual Circuit Breaker Reimbursement Claim - Assist with the preparation of Schedule 4 and Schedule 7 of the DESE End of Year Report - Upload data to the security portal as directed - Assist with filing and management of 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 Extended School Year 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 - Resolve routine issues or answer routine questions within the scope of authority; refer all other issues to special education administrators 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