Administrative Assistant (Student Services)

Woburn Public Schools•Woburn, MA

20d

About The Position

Woburn Public Schools Special Education Administrative Assistant DEFINITION: The Special Education Administrative Assistant is an employee member of the school staff designated by the Superintendent of Schools. The purpose of this position is to assist the Director of Special Education in all duties necessary for the proper and efficient operation of the Woburn Public Schools Special Education Office. Under the supervision of the Director of Special Education, the Special Education Administrative Assistant will support the Special Education Office with all clerical needs as well as coordinate all transportation needs. PREREQUISITE TRAINING AND EXPERIENCE: Minimum: Associate’s Degree or equivalent from an accredited institution, or relative business/professional experience Minimum: Proficiency with Microsoft Office and Google Suite Minimum: Strong Interpersonal Skills Minimum: Strong Organizational Skills and Attention to Detail SALARY: Per the Collective Bargaining Agreement, this position is required to start at Step 1. The salary for Step 1 is $50,113.00 for the July–June work year. WORKING TIME: The Special Education Administrative Assistant will be a calendar year position. The length of the workday will be 8:00 a.m. to 4:00 p.m. DUTIES: The Special Education Administrative Assistant shall: Greet and assist all families and staff that visit the Student Services Office Answer phones and keep accurate message logs Complete all copying, scanning, and clerical requests Manage and distribute both incoming and outgoing mail Deliver mail and supplies to buildings as necessary Oversee office supplies, maintain inventory and accurate ordering Ensure supplies are readily available in the copy room (paper in copy machine, staples loaded, envelopes metered, etc) Manage the Student Services Files and Inactive File Room File all Student Services paperwork in student file Oversee 7-year letter and file return process Prepare files for legal cases, record requests, and transfers Ensure all Supporting Paperwork (School Calendars etc) is in Circuit Breaker Files for Fiscal Year Act as the transportation liaison with parents and families Coordinate and manage all transportation requests, routes, and needs in conjunction with various transportation companies Maintain Tutoring spreadsheet and coordinate all aspects of tutoring Prepare and assist with upload all 688 referrals to the virtual gateway Assist with out-of-district (OOD) IEP entry into PowerSchool/ Special Programs. Maintain and track OOD attendance Assists the OOD coordinator with referral packets and mailings Assists the OOD coordinator with paperwork for meetings as needed. Assist with all Interpreters and Translation requests Work with local media agencies and prepare public postings regarding Child Find notifications (Press Releases / Public Notices) Coordinate with technology announcements for the Special Education Website Assists the Compliance Manager with PRS complaints and other tasks as needed Manage all email group distributions and current staff lists Assist with agendas for bi-weekly staff meetings Assist Student Services department with planning and materials for staff PD Oversee Testing Kits, Inventory and Tracking Oversee all Assistive Tech Equipment Inventory and Maintenance Create cumulative folders as needed for new Special Education students Support enrollment paperwork and proof of residency as needed for new Special Education students Perform all other clerical/administrative duties associated with this position as assigned by the Superintendent of Schools, Assistant Superintendents and/or the Director of Special Education

Requirements

Associate’s Degree or equivalent from an accredited institution, or relative business/professional experience
Proficiency with Microsoft Office and Google Suite
Strong Interpersonal Skills
Strong Organizational Skills and Attention to Detail

Responsibilities

Greet and assist all families and staff that visit the Student Services Office
Answer phones and keep accurate message logs
Complete all copying, scanning, and clerical requests
Manage and distribute both incoming and outgoing mail
Deliver mail and supplies to buildings as necessary
Oversee office supplies, maintain inventory and accurate ordering
Ensure supplies are readily available in the copy room (paper in copy machine, staples loaded, envelopes metered, etc)
Manage the Student Services Files and Inactive File Room
File all Student Services paperwork in student file
Oversee 7-year letter and file return process
Prepare files for legal cases, record requests, and transfers
Ensure all Supporting Paperwork (School Calendars etc) is in Circuit Breaker Files for Fiscal Year
Act as the transportation liaison with parents and families
Coordinate and manage all transportation requests, routes, and needs in conjunction with various transportation companies
Maintain Tutoring spreadsheet and coordinate all aspects of tutoring
Prepare and assist with upload all 688 referrals to the virtual gateway
Assist with out-of-district (OOD) IEP entry into PowerSchool/ Special Programs.
Maintain and track OOD attendance
Assists the OOD coordinator with referral packets and mailings
Assists the OOD coordinator with paperwork for meetings as needed.
Assist with all Interpreters and Translation requests
Work with local media agencies and prepare public postings regarding Child Find notifications (Press Releases / Public Notices)
Coordinate with technology announcements for the Special Education Website
Assists the Compliance Manager with PRS complaints and other tasks as needed
Manage all email group distributions and current staff lists
Assist with agendas for bi-weekly staff meetings
Assist Student Services department with planning and materials for staff PD
Oversee Testing Kits, Inventory and Tracking
Oversee all Assistive Tech Equipment Inventory and Maintenance
Create cumulative folders as needed for new Special Education students
Support enrollment paperwork and proof of residency as needed for new Special Education students
Perform all other clerical/administrative duties associated with this position as assigned by the Superintendent of Schools, Assistant Superintendents and/or the Director of Special Education