1715 Administrative Support Personnel

Marthas Vineyard Public Schools•Vineyard Haven, MA

37d

About The Position

Are you organized, tech-forward, and motivated by work that matters? Our district is seeking a Special Education Administrative Assistant who thrives in a fast-paced fun office environment and enjoys using digital tools-- to streamline processes and support students, families, and staff. You will be the backbone of our Special Education office, helping ensure that students with diverse needs receive the services, documentation, and support they deserve. Your work will directly contribute to smoother operations, better communication, and positive student outcomes. GENERAL SCOPE: The Administrative Assistant to the Director of Student Services is responsible for supporting the department of special education, specifically as pertaining to the Director of Student Support Services. Duties encompass a high level of independent work in a wide variety of administrative and secretarial responsibilities. Much of the work handled is of a confidential nature.

Responsibilities

Effectively manage/coordinate simultaneous projects and successfully prioritize multiple tasks in a detail-oriented and thorough manner. Works with minimal supervision.
Communicate effectively and confidentially via phone and email. Greet and assist the public.
Perform duties in a professional, courteous and accurate manner. Contributes to a positive and professional office atmosphere.
Manage Director's correspondence, appointments and calendar when applicable. Assist Director with organization of various events, publications and projects e.g. file sharing and presentation software.
Maintain well-organized, accurate Special Education records and files.
Maintains attendance records for private school and out of district students. Maintains legal paperwork, contracts and payment to Out of District schools
Support maintenance of student data systems and student/staff records (e.g. student information systems, web-based registration, staff attendance, staff employment forms/reports) when applicable.
Process all referrals and triennial evaluations and notify special education staff of components needed for evaluations or missing components, if needed -Monitor triennial and new referral timelines.
Maintain confidentiality of all student and staff information.
Implement school district policies, guidelines, rules and regulations pertinent to the position as directed. Models non-discriminatory practices in all activities
Attend and apply professional development to practice. Attends in-service training to improve skills and knowledge of job expertise
Develops contracts (standard and SC required form) with outside agencies and processes vendor paperwork
Assists Early Childhood Coordinator to facilitate all PK paperwork including working with schools to generate Enrollment and SASID #'s
Encumbers Purchase Orders, handles orders and processes Invoices
Collaborates with Special Services Director maintaining grants (these grants currently total close to $800,000)
Maintain and order school supplies when necessary.
Facilitate translation of all special education documents for parents whose primary language is not English.
Other duties as assigned by the immediate supervisor in accordance with collective bargaining agreement.