Administrative Assistant - Student Services

Submit a resume and cover letter via email to hroffice@valleytech.k12.ma.us or via mail to the Human Resource Office at Blackstone Valley Vocational Regional School District, 65 Pleasant Street, Upton, MA 01568-1499 by the end of the posting period.

Applicants are alerted that school systems are required to obtain all available criminal offender record information (CORI and SAFIS Background Check per 603 CMR 51.00)of any current or prospective employee or volunteer of the school department.

The Administrative Assistant for the Student Services Department is a qualified, competent and experienced full year appointee of the school district who reports to the Director of Student Services and supports School Counseling, Special Education, School Nurses and School Based Health Center. The appointee fulfills responsibilities and duties in a fast paced environment throughout the calendar year.

Responsibilities and Duties:

1.Interact with sending district Student Services offices with regard to student files/information.

2.Maintain the register timeline system for all IEP/504 plans and evaluation consent forms as required by DESE.

3.Enter and track student alerts for IEP/504 students in Power School and Esped.

4.Work with Director of Student Services and Technology department to verify SIMS reporting.

5.Assist in the process of all Special Ed progress reports, generating liaison lists, mailing in a timely manner.

6.Maintain and safeguard Student Services student files to insure their privacy and security as required by law. Use a log system to record use by authorized individuals.

7.Receive messages/communiqués; route appropriately and accurately in a timely fashion. Verify receipt of messages.

8.Process end of the year reports and rollover through Esped for IEP/504 plans.

9.Retain role as Esped Administrator. Resolve any employee Esped issues. Assist in the training of new school staff on Esped.

10.Maintain database for all Medicaid eligible students for reimbursement to BVT. Supply NEMB monthly/quarterly/yearend reports. Set up training for new staff to enter their Medicaid billing.

11.Monitor RMTS for participating staff members.

12.Run meeting reports from Esped for all IEP/504 students.

13.Schedule IEP/504 meetings with parents following the DESE mandated dates.

14.Send meeting invitations through Outlook for all attendees. Book conference room.

15.Mail out and log all incoming IEP/504 plans.

16.Track overdue IEP/504 plans and contact parents to expedite signatures.

17.Assist in annual budget preparation. Enter purchase requisitions for Student Services.

18.Complete other assignments as directed by the Director of Student Services.

19.Serve as the Office Manager for the Student Services office.

Qualifications:

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.

1.Demonstrated successful experience in an administrative secretarial capacity or comparable experience where significant independence was exercised in the performance of assignment.

2.Demonstrated ability to handle all aspects of this position in a complex working environment using sound judgment.

3.Possess a thorough knowledge of and familiarity with modern office technology, electronic equipment and software applications and operations. Proficiency in the use of Microsoft Office (Word, Access, Excel, and Power Point) in a Windows environment and willing to learn new software programs as needed.

4.Ability to plan and organize work while performing a variety of functions in a fast-paced office environment.

5.Ability to communicate effectively both orally and in writing.

6.Ability to work effectively with the administrators, students, parents, and school staff.

7.Possess a pleasant attitude and demeanor – relates well to others – courteous and helpful manner – enjoys interaction and solving problems – follows through on completion of tasks.

8.Well spoken and articulate individual who demonstrates: good phone skills – uses grammar and vocabulary correctly and appropriately – good proof-reading skills.

9.Possess physical and emotional capacity to fulfill responsibilities and duties expected. This position involves sitting at a desk for several hours a day, sustained hand/wrist movement as in writing or using a computer keyboard/mouse. Other activities may include moderate to frequent physical exertion in body movements such as reaching, bending and twisting.

Compensation and Terms of Employment:

1.Weekly salary based on qualifications and experience.

2.Full year, full -time assignment - 52 weeks, 37.5 hours per week. Regular schedule Monday through Friday, 7.5 hours a day with a half hour duty free lunch period. Targeted workday of 7: 30 a.m. – 3: 30 p.m. Extended hours may be necessary at times to meet deadlines.

3.The school district will provide necessary facilities, equipment, materials and supplies as needed to accomplish assignment.

4.All benefits and entitlements available to Full Year Support Personnel will be provided. Those include:

4.1Paid vacation, sick days, personal days, and holidays.

4.2Medical, Dental, Vision insurance, Flexible Spending Account, Identity Protection Plan, pension provisions, and professional improvement.