Administrative Assistant (Student Services)

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:

1. Minimum: Associate’s Degree or equivalent from an accredited institution, or relative business/professional experience 
2. Minimum: Proficiency with Microsoft Office and Google Suite
3. Minimum:  Strong Interpersonal Skills
4. 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:

1. Greet and assist all families and staff that visit the Student Services Office
2. Answer phones and keep accurate message logs
3. Complete all copying, scanning, and clerical requests
4. Manage and distribute both incoming and outgoing mail
5. Deliver mail and supplies to buildings as necessary
6. Oversee office supplies, maintain inventory and accurate ordering
7. Ensure supplies are readily available in the copy room (paper in copy machine, staples loaded, envelopes metered, etc)
8. Manage the Student Services Files and Inactive File Room 
9. File all Student Services paperwork in student file
10. Oversee 7-year letter and file return process
11. Prepare files for legal cases, record requests, and transfers
12. Ensure all Supporting Paperwork (School Calendars etc) is in Circuit Breaker Files for Fiscal Year
13. Act as the transportation liaison with parents and families
14. Coordinate and manage all transportation requests, routes, and needs in conjunction with various transportation companies
15. Maintain Tutoring spreadsheet and coordinate all aspects of tutoring
16. Prepare and assist with upload all 688 referrals to the virtual gateway
17. Assist with out-of-district (OOD)  IEP entry into PowerSchool/ Special Programs.
18. Maintain and track OOD attendance
19. Assists the OOD coordinator with referral packets and mailings
20. Assists the OOD coordinator with paperwork for meetings as needed.
21. Assist with all Interpreters and Translation requests
22. Work with local media agencies and prepare public postings regarding Child Find notifications (Press Releases / Public Notices)
23. Coordinate with technology announcements for the Special Education Website
24. Assists the Compliance Manager with PRS complaints and other tasks as needed
25. Manage all email group distributions and current staff lists
26. Assist with agendas for bi-weekly staff meetings
27. Assist Student Services department with planning and materials for staff PD
28. Oversee Testing Kits, Inventory and Tracking
29. Oversee all Assistive Tech Equipment Inventory and Maintenance
30. Create cumulative folders as needed for new Special Education students
31. Support enrollment paperwork and proof of residency as needed for new Special Education students
32. 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