Administrative Assistant to the Director of Student Services (Anticipated)

LOCATION : STUDENT SERVICES JOB TYPE : 1.0 FTE SALARY : PER CLERICAL CONTRACT - CATEGORY A ($21.41 / hr. - $28.09 / hr.) JOB DESCRIPTION : We are seeking a highly organized, proactive, and detail-oriented Administrative Assistant to provide comprehensive administrative, financial, and logistical support to the Director of Student Services. The ideal candidate will possess exceptional administrative skills and a deep, specialized understanding of Massachusetts and federal special education laws and regulations. This role is critical to ensuring the smooth and compliant operation of the Student Services department, encompassing everything from legal compliance and parent communication to budget management, transportation logistics, and state reporting. JOB ENVIRONMENT : This position entails minimum of 8 hours a day working. Travel between schools and within the state may be required. Additionally, participation in some night meetings may be required. ESSENTIAL FUNCTIONS :

• Financial Management : Manage the departmental budget, track expenditures, and process invoices and purchase orders using Infinite Visions. Assist the Director with the coordination of contracts for materials, services, and out-of-district placements.
• State Reporting & Medicaid : Accurately prepare, complete, and submit all required state and federal reports (e.g., Circuit Breaker, Indicator 11). Manage and process the district's school-based Medicaid billing and reimbursement claims.
• Logistics Coordination : Coordinate all aspects of special education transportation, serving as the primary liaison between the district, parents, and transportation providers to ensure safe and reliable service.
• Compliance & Regulation : Serve as a key resource on special education procedures and timelines. Ensure all departmental documentation adheres to requirements under the Individuals with Disabilities Education Act (IDEA), Section 504 of the Rehabilitation Act, and Massachusetts General Law Chapter 71B.
• Administrative Support : Manage the Director's calendar, schedule meetings, handle confidential correspondence, prepare reports and presentations, and maintain organized digital and physical filing systems. This includes maintenance of student attendance for students who are placed out of district.
• Communication Hub : Act as the primary point of contact for the Student Services office. Communicate effectively and compassionately with parents, staff, district administrators, and external agencies regarding sensitive and confidential student matters.
• Additional Duties : Performs necessary related work as assigned by the Director of Student Services.