Administrative Assistant Student Services

The Administrative Assistant for Student Services provides high-level clerical, organizational, and fiscal support to the Director of Student Services and the Special Education Department at the district's central office. This role is responsible for coordinating special education processes, maintaining compliance with Massachusetts Department of Elementary and Secondary Education (DESE) regulations (603 CMR 28.00) and IDEA, and supporting financial and operational functions including budgeting, purchasing, grants management, and student data systems. The position requires proficiency with Munis, circuit breaker, Aspen Student Information System, and district financial procedures.

Fiscal & Operational Support Support the Director of Student Services with budget development, tracking, and monitoring of budget lines Supports Medicaid reimbursement processes by maintaining service documentation, assisting with claim submissions, and ensuring compliance with state and federal billing requirements. Assists in preparing and submitting Circuit Breaker reimbursement claims by compiling required cost documentation, verifying eligible expenditures, and ensuring compliance with Massachusetts DESE guidelines. Process purchase orders (POs), invoices, and requisitions using Munis in accordance with district procedures Monitor expenditures and assist with reconciling accounts across multiple funding sources, including grants Assist in managing state and federal grant documentation, reporting, and compliance requirements Track and maintain records related to out-of-district placements, transportation, and contracted services

Administrative & Compliance Support Coordinates special education transportation services by collaborating with families, schools, and transportation providers for both in and out of district transportation routes Maintain accurate and confidential student records in compliance with FERPA and district policies Ensure accurate data entry and maintenance in Aspen Student Information System and other required platforms Serve as a point of contact for families regarding procedural questions and required documentation Data, Reporting & Program Support Generate reports and maintain data systems to support program oversight and decision-making Assist in preparation for DESE audits, Coordinated Program Reviews (CPR), and internal compliance reviews

Additional Responsibilities Collaborate with building-based staff, central office departments, and external agencies Maintain a high level of professionalism, discretion, and attention to detail in all aspects of the role Perform other duties as assigned by the Director of Student Services