Executive Assistant to the Office of Student Services

RESPONSIBILITIES:

 (include, but are not limited to):
1. Provides confidential managerial support primarily to the Director of Student Services for a range of duties to ensure the
efficient operation of the district-wide special education and student services’ functions including producing and
maintaining confidential employee and student records, correspondence, and reports, sourcing and procuring special
education equipment and supplies, providing direction to staff on recordkeeping and reporting, and assistance with
budgeting and financial management for the department;
2. Enters employee time/attendance (sick, personal, vacation and additional time) in Aspen for bi-weekly payroll purposes;
3. Effective communication with staff members and the general public both in-person, remotely, and on the telephone.
4. Enters requisitions into financial software Accounts Payable for all school purchases
5. Processes invoices in financial software Accounts Payable for Student Services purchases
6. Prepares and submits Personnel Action and Position Authorization forms to Central Office for both school year and summer
programs;
7. Assembles data and supports a variety of recurring, standard reports including the annual Circuit Breaker reimbursement
claim and quarterly Medicaid reimbursement claims
8. Provides administrative support for all state and federal special education reporting requirements and ensure compliance
with requirements by providing direction to necessary staff;
9. Processes home and hospital tutoring requests (providing information to in-school personnel, locates tutors, processes
required forms etc.)
10. Performs the usual office routines and practices associated with a smoothly run office
11. Monitors grant disbursements and regularly reconciles with Central Office Accounts
12. Prepares and tracks grant applications
13. Tracks expenditures and keeps budget up-to-date
14. Updates town-wide database for all special education students, both in-house and out-placed
15. Prepares and mails screening packets for preschool
16. Provides ongoing assistance and coordination out-of-district placements
17. Assumes such other responsibilities and assignments at the direction of the Director of Student Services

QUALIFICATIONS:

1. Strong administrative support and office management skills
2. Demonstrated knowledge of Microsoft Office, Google Platform, as well as other information management/database applications
3. Ability to present information and respond to questions from staff, parents, and the general public
4. Ability to express ideas clearly and concisely in written and oral communication
5. Ability to multi-task and prioritize workload
6. Knowledge of special education procedures to maintain appropriate confidential records
7. Ability to perform duties with awareness of all district requirements and Board of Education policies
8. Knowledge of accounting principles; specifically, in regards to accounts payable.