Administrative Assistant (Student Services)

Woburn Public Schools

Administrative Assistant (Student Services)

DEFINITION:

The Administrative Assistant for Student Services is an employee member of the school staff designated by the Superintendent of Schools. Under the supervision of the Assistant Superintendent of Student Services the Assistant Director of Student Services the Student Services Administrative Assistant will support the Student Services Office with all clerical needs for the day-to-day operations for the Early Childhood Program as well as any other Student Services clerical needs.

PREREQUISITE TRAINING AND EXPERIENCE:

1. Minimum: Associates Degree or equivalent from an accredited institution or relative business/professional experience
2. Minimum: Proficiency with Microsoft Office Google Suite PowerSchool
3. Minimum: Strong Interpersonal Skills
4. Minimum: Strong Organizational Skills and Attention to Detail

SALARY:

As determined by CBA

WORKING TIME:

The Student Services Administrative Assistant will be a calendar year position. The length of the workday will be 7:00 a.m. to 3:00 p.m. or 8:00 a.m. to 4:00 p.m.

DUTIES:

The Administrative Assistant for Student Services shall:

1. Assists the Early Childhood Coordinator with all aspects of Turning 3
2. Assist with and track all Early Intervention referrals
3. Coordinate the Early Childhood Registration Process
4. Manage enrollment paperwork and proof of residency
5. Create cumulative folders as needed for new Early Childhood students
6. Maintain a current and accurate Early Childhood Roster
7. Work with Compliance Manager to ensure accuracy of all special education data in SIS and Special Education Platform
8. Work with the Early Childhood Coordinator to help track exiting peer ECP students and entering peer ECP students
9. Organize and help manage PreK and Kindergarten screenings and/or evaluations in collaboration with building principals and staff
10. Assist with scheduling Early Childhood team meetings as needed
11. Work with local media agencies and prepare public postings regarding Child Find notifications (Press Releases / Public Notices)
12. Manage Early Childhood staff lists and Related Service Provider case lists
13. Assist the business department with any questions related to peer tuitions
14. Assist with file needs and maintenance
15. Assist with paperwork for Team Meetings as needed
16. Assist with the distribution and filing of Progress Reports
17. Upload report cards into Powerschool for parent portal access.
18. Assist with transportation as needed
19. Assist with interpreters and translations as needed
20. Assist with the request for evaluation process
21. Assist with the provision of evaluation reports to families and family communications
22. Deliver mail and supplies to buildings as needed
23. Oversee Early Childhood Supplies/Materials requests
24. Assist with bi-weekly staff meetings back-to-school nights orientations
25. Coordinate the transition from Pre-K to Kindergarten with individual buildings
26. Provide building principals admins and technology with lists of Pre-K transfers to K
27. Assist special education department with planning and materials for staff PD
28. Complete copying scanning and clerical requests as needed
29. Complete central office clerical and administrative tasks as needed with approval of the Assistant Superintendent of Student Services in exceptional circumstances.
30. Perform all other clerical duties as assigned by the Superintendent of Schools Assistant Superintendents and/or the Director of Special Education consistent with the job duties outlined above.

At the Woburn Public Schools we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced acknowledging that a team reflecting diversity of race color ancestry national origin religion age gender marital/domestic partner status sexual orientation gender identity disability status and veteran status allows us to serve our communities better. To that end Woburn Public Schools continues to be an Equal Opportunity Employer and a district member of Mass Partnership for Diversity in Education