Administrative Assistant: Student Services/Central Registration

Job Goals: The administrative assistant at the district level manages the processing and archiving of special education records and legal documentation. They facilitate communication between the central office, school sites, and external agencies to ensure departmental compliance. A major component of this role is overseeing student registration for the entire district. This includes auditing enrollment applications, verifying residency, and maintaining the master student database. By coordinating these functions, they ensure that all students are legally enrolled and that their specialized service data is accurately recorded. Supervision: Director of Student Services Essential Duties & Responsibilities: Working knowledge of schools Aspen program to enter, maintain and update sped students database Manage student data and run reports in Aspen Help maintain Director's calendar as requested Maintain a working knowledge of updated special education procedures and forms Cross check that all student records are being updated and maintained both in paper files and in the student information system Train new staff on use of Aspen as needed. Offer ongoing assistance to all new staff Work with other school districts in obtaining cumulative and special education records for new students Track/mail all outside placement referrals and packets as requested by Director Assist in obtaining home/hospital tutors as necessary Collect monthly out of district attendance & track. Process all special education invoices to ensure timely payment Enter all Special Education purchase orders in the Towns Soft Right Program including but not limited to tuition, office supplies, transportation and contracted services, etc. Track all expenditures- for Reporting Purposes as requested Create, distribute and track all time sheets for contracted staff, parent reimbursements. Create all invoices, track and mail for bill backs and cost shared tuition and transportation Assist in developing the Amesbury Extended School Year Program, as requested. Including mailings of all Letters to parents. Update staff list as needed Child Find Letters Mailed Destruction of Records Letters Mailed/files pulled Early Intervention Referrals, Process. Transportation Tracking Spreadsheet of all including McKinney - Vento Process all information related to McKinney-Vento Laws, restraining orders, custodial issues and court documentation. Work with Data Management Supervisor to insure accuracy of all required student information as requested by the DESE state reports Assist with completion of Circuit Breaker and School Choice reporting Register new students and unregister departing students; handle all records requests related to new and departing students. Maintains student files as requested. Other duties as requested by the Superintendent or his/her designee Recommended Minimum Qualifications High School Diploma or Higher Excellent Computer Skills Knowledge of Special Education Process and Procedures Demonstrated experience in all aspects of Special Education Office Functions Excellent time management, organization and interpersonal skills Ability to maintain confidentiality The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The City of Amesbury is an Equal Opportunity Employer. The City of Amesbury does not discriminate in hiring or employment on the basis of race, color, religion, sex, sexual orientation, gender identity and expression, age, genetic information, national origin, ancestry, disability, veteran status or membership in the armed services, marital status or any other protected category under federal or state law.