Administrative Assistant (Special Education Department)

The Worcester Public Schools is seeking an Administrative Assistant to provide high level support to the Manager of Special Education and Intervention Services. The Admin Assistant will work in partnership with members of the special education department team that ensure operational and office management responsibilities are carried out effectively and efficiently.The ideal candidate will have: - Bachelors degree in Business Administration or related educational field with a minimum of three years of experience supporting duties related to personnel functions within a public and/or non-profit sector preferred- Knowledge of clerical and administrative procedures, including common business principles, and proven experience in producing accurate documents and correspondence- Exceptional computer skills with relevant, web-based and software applications including advanced knowledge of Microsoft Office, Google (shared docs), etc.,- Strong organizational skills and proven ability to set up paper and digital filing systems, maintain records and manage daily operations- Excellent interpersonal skills, able to operate with diplomacy, tact and empathy- Impeccable record in maintaining sensitive material and confidentiality of employees, students and financial information PREFERRED QUALIFICATIONS: - Associate Degrees in Computer Science or Educational field with a minimum of three years of experience supporting duties related to personnel functions within a public and/or non-profit sector- Ability to take initiative and maintain high quality work and productivity, while managing multiple tasks, deadlines and interruptions with the utmost attention to detail- Comfortable when working with tight deadlines, and able to turn work around within a short time span where demands are liable to change at short noticeADMINISTRATIVE DUTIES: - Demonstrate a high degree of confidentiality and professionalism while performing day to day responsibilities, this includes, but is not limited to, matters relating to legal arbitrations, grievances, bureau of special education appeals, and other personnel issues- Assist in the formulation of agendas and notifications associated with meetings involving various stakeholders in order to take detailed minutes and notes where required- Create and manage an informational database consisting of various forms of data given the needs of the department- Assist in planning and coordinating work in the preparation of administrative budgets, grants and to analyze budget requests and priorities- Act as liaison and coordinate the flow of information between the Manager and/or Assistant Directors with internal and external contacts including but not limited to staff, students, parents, volunteers, vendors, community stakeholders and other representatives- Maintain communication to ensure that the Manager and/or Assistant Directors are updated on key organizational issues, legal and compliance matters when he/she is out of the office- Conduct assigned research, special projects, financial and administrative studies, and to prepare reports embodying proposed recommended solutions or course of action- Support the special education leadership team to prepare information for meetings and presentations, etc.- Accomplish work assignments with flexibility, independence and within the time allotted for the specific project/ assignment- Maintain Day-to-day management of the Manager of Special Education's calendar and scheduleCOMPLIANCE AND DATA DUTIES: - Remain current with DESE and federal reporting requirements and proposed changes- Complete, or assist in completing, a multitude of local, state and federal reports utilizing a variety of printed and electronic data sources including but not limited to the formulation of MA DESE reports for SIMS, EPIMS, SCS, Directory Administration, utilizing administrative software, Security Portal, ELAR, and grants.- Complete, or assist in tracking changes and updating department policies and procedures- Maintain records which ensures compliance with all policy-related documentation- Maintain accurate student and staff data including rosters, attendance and evaluation information.- Assist in posting and updating Special Education Department Newsletter and Web Page- Perform additional duties as assigned by the Manager of Special Education and/or Assistant Directors of Special Education