Administrative Assistant - Student Services (Full-Year)

Central Berkshire Regional School District•Dalton, MA

12h•Onsite

About The Position

The Student Services Administrative Assistant (Full-Year position) serves as the primary point of contact for the Student Services Office. This role involves managing confidential records, supporting staff, communicating with families, and handling various administrative and financial processes related to special education and student services.

Requirements

Prior experience in an administrative role, preferably in a school or special education setting.
Strong organizational, communication, and interpersonal skills.
Ability to manage multiple priorities and maintain confidentiality.
Experience with financial systems, student information systems, and/or state reporting platforms preferred.

Responsibilities

Serve as the primary point of contact for the Student Services Office, including answering and triaging phone calls and supporting family inquiries with professionalism and sensitivity.
Maintain confidential student records, staff files, and department documentation.
Assist Student Services staff with clerical and operational needs as required.
Communicate with families regarding special education processes, procedures, and available resources.
Respond to and help de-escalate concerns, ensuring a supportive and solution-oriented approach.
Coordinate communications, including annual notices to families regarding special education regulations and process independent education evaluations.
Process staff timesheets and support payroll coordination.
Coordinate ordering and distribution of supplies for Special Education staff.
Manage purchasing processes, including preparing and submitting purchase orders and coordinating with vendors.
Process accounts payable, including invoice review, coding, and submission for payment.
Manage state and federal special education grants (e.g., IDEA and Early Childhood grants), including preparation, submission, tracking expenditures, and ensuring compliance with grant timelines.
Complete and submit required reports to the Massachusetts Department of Elementary and Secondary Education (DESE), including but not limited to Indicator Reports, End-of-Year Restraint, and McKinney-Vento reporting.
Coordinate mandated screening programs, including but not limited to Preschool Screening, including scheduling, communication, and logistics.
Support planning and coordination of Extended School Year (ESY) programming, including staffing, transportation, family communication, and documentation.
Assist with coordination of paraprofessional professional development and in-service training.
Coordinate tutoring services, including scheduling and communication with staff and families.
Oversee Medicaid reimbursement processes, including monitoring staff compliance and timelines.
Maintain inventory and tracking systems for department technology and equipment, including administration of app licensing programs.
Coordinate and schedule special education transportation and resolve day-to-day transportation changes. To include communication with vendors, drivers, schools and families.
Track maintenance for department vehicles.