Confidential Administrative Assistant to the Assistant Superintendent for Student Services

Tiverton Public Schools•Tiverton, RI

12d

About The Position

Tiverton Public Schools is seeking a highly organized, detail-oriented, and professional Confidential Administrative Assistant to the Assistant Superintendent for Student Services. This position provides high-level, confidential administrative and compliance support to the Student Services Department, including special education, Early Childhood (ages 3–5), related services, Section 504, special education census coordination, Medicaid reimbursement activities, and compliance support aligned with Rhode Island Department of Education (RIDE) special education monitoring indicators. The successful candidate will demonstrate discretion, strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced educational environment while handling sensitive student and staff information.

Responsibilities

Provide confidential, high-level administrative support to the Assistant Superintendent for Student Services
Manage calendars and schedule meetings, including Child Find meetings, evaluations, eligibility determinations, IEP meetings, annual reviews, and re-evaluations
Prepare, proofread, and maintain correspondence, reports, and confidential student records
Serve as a professional point of contact for families, staff, outside agencies, and community partners
Arrange student transportation for in district and out of district students
Responsible for purchasing and inventory of testing/curriculum materials and general department supplies
Coordinate and process outside placement and evaluation referrals
Support compliance with RIDE special education monitoring indicators by assisting with documentation, organization of records, and tracking of required timelines (evaluations, eligibility, IEP reviews, and re-evaluations)
Utilize the ASPEN Student Information System to enter, maintain, reconcile, and verify special education and related services data, ensuring accuracy for compliance, reporting, and monitoring
Assist with maintaining documentation that demonstrates implementation of IEP services, including service schedules, provider documentation, and related records, as directed
Support preparation for RIDE monitoring, audits, corrective action plans, and follow-up documentation, under the direction of Student Services leadership
Provide technical support to special education teachers and support staff
Coordinate and support the district’s Special Education Census, including data verification, reconciliation within ASPEN, collaboration with building administrators, and preparation of documentation required for RIDE submission and monitoring
Ensure alignment between census data, IEP documentation, and state reporting requirements
Maintain records related to Early Childhood special education and Child Find, including referrals, evaluations, eligibility documentation, and service timelines
Assist with documentation organization required for RIDE Early Childhood monitoring and reporting
Handle all aspects of preschool tuition payments and record keeping
Support Medicaid billing and reimbursement processes, including documentation tracking, coordination with providers, and compliance with state and federal Medicaid requirements
Coordinate contracts, invoices, purchase orders, and budget-related paperwork for Student Services
Serve as the primary point of contact for homeschooling notifications and requests submitted to Tiverton Public Schools
Receive, log, track, and maintain homeschooling intent forms and required documentation in accordance with TPS Policy & Rhode Island General Laws Review submissions for completeness and compliance, flagging missing information and coordinating follow-up with families as needed
Coordinate communication between families, building administrators, Student Services staff, and the Assistant Superintendent regarding homeschooling approvals, questions, and timelines
Maintain accurate records of homeschooled students, including enrollment status, documentation, and correspondence
Support administrative processes related to re-entry into district schools, including record reconciliation and notification to appropriate staff
Ensure homeschooling documentation is organized and readily available for audit, monitoring, or reporting purposes, as required
Maintain confidentiality in accordance with FERPA, IDEA, RIDE regulations, Early Childhood requirements, Medicaid guidelines, and district policies
Perform other duties as assigned by the Assistant Superintendent for Student Services