Student Services Office- Admin Assistant to Director

The Amherst, Pelham and Amherst Regional Public School District is seeking a full time, twelve month highly qualified Administrative Assistant to the Director of Student Services. The Student Services Department includes but is not limited to oversight of Special Education, Section 504, and Health Service for all three school districts.

Administrative Assistant Duties and Responsibilities include (but are not limited to):

• Serve as the confidential assistant to the Director
• Maintain confidential student and department information
• Maintain budget and records for the department; including purchase orders, requisitions, budget transfers, etc.
• Maintain the department’s budget sheets and reconciles department records with MUNIS
• Oversees Medicaid in collaboration with third party vendor; includes monitoring submission of documentation, student rosters and IEP information and personnel quarterly reports
• Order supplies and materials for the department and special education personnel
• Develop and maintain contracts and agreements with vendors, independent providers and out of district placement schools, all within compliance of the MA regulations
• Update and maintain out of district spreadsheets
• Maintain organized files of all invoices and records
• Participate in training and completion of the state’s reimbursement programs (School Claims and Circuit Breaker) claim process and state audits
• Perform all office/ administrative tasks for or as indicated by the Director; includes correspondence, preparing reports and minutes of meetings, room reservations, scheduling appointments, making or receiving phone calls, messages, postal mail, and inquiries to the department;and maintaining files and other material essential for use by the administrator
• Maintain the calendar of appointments for the Director, ensuring the administrator is appraised of all appointments and changes as well as matters requiring immediate attention
• Process time cards and transportation logs for personnel and families (as applicable) and enters all information into the budget worksheets
• Maintain contact with transportation companies to obtain quotes and arrange for specialized transportation for students
• Use automated office systems to prepare letters, reports, memos, electronic spreadsheets, databases
• Updates the Student Services webpages as needed and requested by department administrators
• May perform additional duties as required by the Director or his/her designee

Qualified candidates will possess the following:

• Exemplary organization skills
• Strong time management skills and ability to multitask
• Strong facility with recording, tracking, and maintaining the departments' budget inclusive of its financial transactions, such as purchases, expenses, invoices, and payments
• Strong interpersonal skills