Student Services Office- Admin Assistant to Director

Amherst Pelham Regional School District•Amherst, MA

3d•Onsite

About The Position

The Amherst, Pelham and Amherst Regional Public School District is seeking a full time, twelve month highly qualified Administrative Assistant to the Director of Student Services. The Student Services Department includes but is not limited to oversight of Special Education, Section 504, and Health Service for all three school districts.

Requirements

Exemplary organization skills
Strong time management skills and ability to multitask
Strong facility with recording, tracking, and maintaining the departments' budget inclusive of its financial transactions, such as purchases, expenses, invoices, and payments
Strong interpersonal skills

Responsibilities

Serve as the confidential assistant to the Director
Maintain confidential student and department information
Maintain budget and records for the department; including purchase orders, requisitions, budget transfers, etc.
Maintain the department’s budget sheets and reconciles department records with MUNIS
Oversees Medicaid in collaboration with third party vendor; includes monitoring submission of documentation, student rosters and IEP information and personnel quarterly reports
Order supplies and materials for the department and special education personnel
Develop and maintain contracts and agreements with vendors, independent providers and out of district placement schools, all within compliance of the MA regulations
Update and maintain out of district spreadsheets
Maintain organized files of all invoices and records
Participate in training and completion of the state’s reimbursement programs (School Claims and Circuit Breaker) claim process and state audits
Perform all office/ administrative tasks for or as indicated by the Director; includes correspondence, preparing reports and minutes of meetings, room reservations, scheduling appointments, making or receiving phone calls, messages, postal mail, and inquiries to the department;and maintaining files and other material essential for use by the administrator
Maintain the calendar of appointments for the Director, ensuring the administrator is appraised of all appointments and changes as well as matters requiring immediate attention
Process time cards and transportation logs for personnel and families (as applicable) and enters all information into the budget worksheets
Maintain contact with transportation companies to obtain quotes and arrange for specialized transportation for students
Use automated office systems to prepare letters, reports, memos, electronic spreadsheets, databases
Updates the Student Services webpages as needed and requested by department administrators
May perform additional duties as required by the Director or his/her designee