Job Title: Administrative Asssistant to the Director of Student Services

Reports To: Director of Student Services

FTE: 1.0 (12-month)

Union: AFSCME

Position Summary

The Administrative Assistant to the Director of Student Services provides high-level administrative, secretarial, and operational support to ensure the effective and efficient functioning of the Student Services Office. This position plays a critical role in coordinating departmental activities, managing sensitive information, supporting compliance requirements, and serving as a key point of contact for staff, families, and external partners.

Essential Duties and Responsibilities

Director Support

• Manage and maintain the Director’s calendar, including scheduling meetings and appointments.
• Prepare correspondence, reports, and other materials as needed.
• Support coordination of departmental initiatives and projects.

Office Operations

• Provide day-to-day administrative support to ensure smooth office operations.
• Manage incoming mail, maintain filing systems, and order supplies.

Special Education Transportation Coordination

• Coordinate and oversee specialized transportation for students receiving services.
• Serve as a liaison among families, transportation providers, out-of-district placements, and school staff.
• Address and resolve transportation-related concerns.

Financial Tracking

• Create and track purchase orders and invoices.
• Monitor departmental budgets and expenditures.
• Assist with financial recordkeeping and reporting.

Special Education Data, Compliance and Reporting

• Assist in the preparation and submission of required state and federal reports, including but not limited to Circuit Breaker and Medicaid reimbursement.
• Compile and organize data to support reporting requirements.
• Maintain accurate and up-to-date student records in accordance with state and federal regulations.
• Support compliance with timelines and documentation requirements.

Communication & Reception

• Serve as a backup to the front office receptionist as needed.
• Answer phones, greet visitors, and respond to inquiries from families and staff in a professional and courteous manner.

Confidentiality

• Maintain strict confidentiality of all student records and sensitive information in accordance with applicable laws and district policies.

Other Duties

• Perform other related duties as assigned by the Director of Student Services.

Qualifications

• Prior administrative experience, preferably in a school or student services setting.
• Experience with special education processes or compliance systems is preferred.

Core Competencies

• Excellent oral and written communication skills.
• Strong organizational skills with the ability to prioritize and manage multiple tasks efficiently.
• High level of attention to detail and accuracy.
• Professional, collaborative, and service-oriented approach with strong interpersonal skills.
• Ability to handle sensitive information with discretion and sound judgment.