Student Services Administrative Assistant

SUMMARY

In this role, you will serve as an important member of our Student Services and Special Education department, ensuring operational excellence through meticulous data management and administrative support. Your work is foundational to our department’s success, focusing on maintaining critical record-keeping and providing essential staff support for school-based Medicaid billing. You will represent the district at monthly regional meetings to facilitate accurate special education data collection and reporting, while serving as a key liaison to business office partners for the processing of departmental purchase requests. You will manage critical data, contribute to departmental projects, and foster a welcoming environment.

ESSENTIAL DUTIES AND RESPONSIBILITIES
Medicaid & Record Keeping: Maintain meticulous records and provide staff support for school-based Medicaid billing to ensure compliance with state and federal reporting requirements.

Data Collection & Reporting: Attend monthly regional meetings to support special education data collection and manage reporting timelines to ensure accuracy across the department.

Financial Processing: Manage departmental purchase requests and track financial information in conjunction with business office partners to ensure efficient resource allocation.

Departmental Support: Provide essential administrative support and perform other related duties as assigned to assist the Student Services and Special Education team.

Communication & Stakeholder Engagement: Serve as a key point of contact, professionally handling communications with internal staff, parents, and community members. Compose, review, and edit professional correspondence and reports to ensure clarity and consistency. Uphold strict confidentiality regarding all student and staff information, fostering a trustworthy and welcoming office environment.

General: Contribute to team effort by performing other related duties as assigned.

Supervisory Responsibilities: Not applicable 

Direct Report: Assistant Superintendent of Student Services and Special Education 

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions:

Education and/or Experience

Required:

• Exceptional interpersonal, customer service, and problem-solving abilities
• Demonstrated ability to communicate effectively both orally and in writing
• Proficiency with technology and the ability to quickly learn school-related software
• High level of accuracy and attention to detail
• Must possess the ability to learn special education processes and terms 
• Excellent organization, time management, and leadership qualities in office management
• Must possess the ability to perform various tasks efficiently in a fast-paced environment
• High School Diploma or GED

Preferred:

• Some college-level course completion, with knowledge and skill in the areas of professional communication and mathematical calculations
• Working knowledge of student information systems, e.g., PowerSchool and MIPSE, and special education terminology, and general public school functions, e.g., school personnel and their job responsibilities
• Additional training and/or education