Administrative Assistant to the Director of Student Services

Job Description: Administrative Assistant to the Director of Student Services (State Reporting and Monitoring)

Reports To: Director of Special Education and Student Services 

Minimum Qualifications: 

• High School Diploma
• Associate’s Degree, two years of college (60 credits) preferred or equivalent experience as deemed appropriate by the Board of Education 

General Description:  Working as an Administrative Assistant to the Director of Student Services and Special Education and providing support to student services staff.  Knowledge of special education procedures, technology, and accounting is preferred.  Excellent communication skills and ability to problem solve and work independently.

Special Knowledge/Skills:

• Must be able to maintain a high level of confidentiality in all matters
• Excellent organizational and time management skills and ability to multi-task with numerous interruptions
• Excellent interpersonal skills
• Ability to learn pertinent procedures and functions quickly and apply them without immediate supervision
• Knowledge of standard office methods and procedures including excellent computer and proofreading skills
• Telephone and public relations proficiency
• General mathematics proficiency
• Knowledge of automated and manual record-keeping practices
• Ability to plan and organize work to meet deadlines
• Tactful and courteous demeanor
• Knowledge of Microsoft Office Programs

Duties and Responsibilities:

• Enter data into state and local reporting systems (SEDAC,  ED001 SEDACG, ECO, TCS, Restraint and Seclusion, others as required)
• Complete state reports regularly and maintain communications with the State Department of Education regarding data submissions
• Verify and track student information and initiate payment for students placed in out-of-district facilities. Monitor students' yearly attendance for state reporting. Encumber tuition and special services through a purchase requisition. Maintain records related to total per pupil cost, including tuition, related services, and transportation, for submission for ED 001. Make payments in a timely manner.  
• Monitor CT DCF 603 forms for student eligibility for special education services, transportation needs, updating demographic databases in CT-SEDS and notice to PSIS coordinator
• Generate referral packets, request for evaluations, copies of records, collect and provide preschool questionnaires to parents, generate form letters regarding enrollment, attendance, etc…
• Coordinate Medicaid reimbursement program with Relay (Medicaid) representative. Provide updated rosters and coordinate with in-house Relay (Medicaid) support personnel.  Manage time studies when requested by Relay. 
• Support staff with CT-SEDS  issues and concerns. Review IEPs for accuracy. File and maintain files for NFA and out-of-district Placements.  
• Maintain files for students with Service Plans. Enter data into the state system (SEDAC) and coordinate with desk one for parental service provider documentation and payments
• Arrange transportation with First Student or other providers if necessary for all out-of-district students for school and ESY programs. 
• Generate billing for tuition students into NPS programs, and coordinate with the business office. 
• Coordinate provide requested documents with the Business Office for necessary accounting audits and updates

PHYSICAL ABILITIES AND WORKING CONDITIONS:

The Physical Abilities and Other Conditions of Employment listed in this section are representative of, but are not intended to provide an exhaustive list of Physical Abilities and Other Conditions of Employment which may be required of positions in this class.  Norwich Public School District encourages persons with disabilities who are interested in employment in this class and need a 

reasonable accommodation of those disabilities to contact the Human Resources Department for further information.

• Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods.
• Hearing: (which may be corrected) to answer telephones and tolerate exposure to noisy conditions.
• Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.
• Upper Body Mobility: use hands and fingers to feel, grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head. 
• Lower Body Mobility: to bend at waist; stoop; twist and turn torso.
• Strength: to lift, push, pull and/or carry objects which weigh as much as 25 pounds on a frequent basis.
• Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work indoors.

Terms of Employment:  Salary and work year to be determined by the contract between the Norwich Board of Education and the AFSCME Local 1303.

Evaluation:  Performance of this job will be evaluated in accordance with provisions of the Board's policy on evaluation of support services.

Created:  10/17/2016

Revised:  5/7/2024

Salary : $25