Administrative Assistant (Student Services)

Woburn Public Schools

Administrative Assistant (Student Services)

DEFINITION:

The Student Services Administrative Assistant is an employee member of the school staff designated by the Superintendent of Schools. The purpose of this position is to assist the Director of Student Services in all duties necessary for the proper and efficient operation of the Woburn Public Schools Student Services Office.  Under the supervision of the Director of Student Services, the Student Services Administrative Assistant will support the Student Services Office with all clerical needs as well as coordinate all transportation needs.  

This employee will join existing administrative assistants in the Student Services Office and support clerical work as dictated by the fluid needs and legal timelines of the Student Services Office.  The primary responsibility of this position will be to manage the reception area, filing rooms, and other tasks as assigned based on need, however, due to the legal requirements of the population we serve, cross-training on all functions is required.  The Student Services Director annually reviews roles and responsibilities.

PREREQUISITE TRAINING AND EXPERIENCE:

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

SALARY:

Per Woburn Administrative Assistants Collective Bargaining Agreement 

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 per WPS Administrative Assistant’s Bargaining Agreement.

DUTIES:

The Student Services Administrative Assistant shall:

1. Greet and assist all families and staff that visit the Student Services Office
2. Answer phones and keep accurate message logs
3. Complete all copying, scanning, and clerical requests
4. Assist the out-of-district coordinator with preparing, sending and tracking of referral packets
5. Assist with all Translation requests though the use of translation software of services 
6. Manage the Special Education File Room ensuring compliance
7. Oversee the notification and file return/destruction process
8. Prepare files for legal cases, record requests, and transfers
9. Ensure all Supporting Paperwork (School Calendars etc) is in Circuit Breaker Files for Fiscal Year
10. Act as the Special Education transportation liaison with parents and families; maintain spreadsheet for both school year and ESY
11. Coordinate and manage all Special Education transportation requests, routes, and needs in conjunction with various transportation companies; clearing of special education busses at the end of the day
12. Maintain Tutoring spreadsheet and paperwork
13. Maintain and track out-of-district attendance in Student Information System;notify Out of District Coordinator regarding  chronic absenteeism; track, print and file progress reports
14. Manage and distribute both incoming and outgoing mail; deliver mail and supplies to buildings as necessary
15. Oversee office supplies, maintain inventory and accurate ordering
16. Ensure supplies are readily available in the copy room (paper in copy machine, staples loaded, envelopes stamped, etc)
17. Work with local media agencies and prepare public postings notifications (Press Releases / Public Notices)
18. Prepare and assist with upload all 688 referrals to the virtual gateway upon request 
19. Manage announcements on the Student Services Website in coordination with technology
20. Maintain current Student Service staff lists including updating of email distribution groups.
21. Assists with clerical paperwork and filing as it relates to Medicaid upon request
22. Assist with agendas for bi-weekly staff meetings; assist Student Services department with planning and materials for staff PD
23. Oversee Testing Kits, Inventory and Tracking; Assistive Tech Equipment Inventory and Maintenance
24. Create cumulative folders as needed for Out of district and service-only students
25. Collect and verify enrollment eligibility through review of required registration documentations. Enroll students in PowerSchool; ensure accuracy
26. Assist with scheduling of meetings, creation of invitations, and mailing of invitations
27. Maintain roster of high school students that attend OOD schools and coordinate completion of transcripts with guidance department at Woburn High School through maintenance of a shared drive as well as MCAS scores
28. Assists in all aspects of the IEP scanning, sharing, and archiving documents
29. Assist with Age of Majority tracking, mailings, and guardianship
30. Maintain an updated contact list for out of district students, including other agency contacts
31. Support Student Services Coordinators and Team Chairs with all clerical duties as needed
32. Perform all other clerical duties as assigned by the Superintendent of Schools, Assistant Superintendents and/or the Director of Student Services as reasonably related to this job description.

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