Adminstrative Assistant - Student Services

The Administrative Assistant for Student Services (SS) supports the smooth operation of SS with particular focus on procurement and assistance with grant/budget management. In addition to working closely with SS leadership team, the Administrative Assistant interfaces with students’ caregivers, finance and administrative colleagues. This position requires the utmost discretion, sensitivity, and professionalism at all times along with solid organizational skills, ability to multi-task and adhere to strict timelines. Reports to Executive Director of Special Education and Student Services Duties include but are not limited to the following. Additions and modifications to these representative duties and responsibilities are under the purview of the Superintendent of Schools, Assistant Superintendent of Pupil & Personnel Services, and the Executive Director of Special Education and Student Services Student Services Procurement/Accounting Duties  Create, process, and track requisitions and purchase orders throughout the procurement process for SS procurements, including tuitions, contracted services, supplies and materials, stipends and other miscellaneous procurements consistent with RPS Business Office policies, procedures and timelines.  Seek bids for contracts and procurement items for SS.  Complete contract documents as required for procurement.  Establish and maintain both district roster and individual student record for fiscal year Circuit Breaker reimbursement.  Complete and track contract documents as required for procurement with collaborative schools and private special education schools.  Populate reports monthly as needed for Collaborative Medicaid reimbursement.  Maintain real-time records and support Grant Management functions for all SS appropriated and grant accounts.  Enter SS invoices into the accounts payable system consistent with RPS Business Office policies, procedures and timelines.  Manage changes and liquidations of all SS-related purchase orders.  Maintain various spreadsheets for all purchases and payments for reconciliation with Directors of Student Services and the Business Office. Student Services General Duties  Learn and stay current with job duties of Operations Assistants assigned to SS and provide back up to them as needed and in their absence to ensure deadlines are met.  Recommend and coordinate distribution of work tasks among self and Student Services Operations Assistants as needed to meet student and family needs.  Train SS Operations Assistants as needed regarding job duties, new processes, etc.  Complete and track all department records, compliance documents, and materials.  Maintain accurate information in Departmental databases, spreadsheets, etc.  Compile administrative, district and student data and reports.  Manage supplies and materials needs, maintaining and organizing inventory, receiving and distributing, and ordering and fulfilling all aspects of procurement as necessary.  Coordinate leases and service contracts for SS office equipment.  Triage incoming communications (phone, email, and visitors) to insure a timely response.  Manage incoming and outgoing mail, particularly financial correspondence, ensuring it is distributed and processed confidentially and in a timely manner.  Maintain files, ensuring they are up to date at all times and reviewing for accuracy and completeness.  Provide general clerical support, as needed: reporting, copying, scanning, mailing, etc.  Complete mail merges and mailings upon request.  Schedule appointments, including all related arrangements such as reserving meeting rooms.  Assure the protection of confidentiality of personally identifiable information maintained by Revere Public Schools, DESE, Court Systems, and other agencies.  Support the Executive Director in fulfilling any and all other departmental responsibilities as requested, including supporting other administrative teams in the district as needed. SCHEDULE & COLLECTIVE BARGAINING UNIT This is an employment-at-will position, not subject to collective bargaining. Current schedule is 40 hours per week for 52 weeks per year, generally 7:30 – 4:00 p.m. daily, including ½ hour unpaid lunch. Schedules may vary from time to time including additional evening hours to support SS events.

Salary : $55,000 - $70,000