Administrative Assistant to the Director of Student Services- District Offices
One (1) Administrative Assistant
- 52 weeks
- Individualized Contract
- Monday through Friday 8:00 a.m. to 4:00 p.m.
- Approximate start date of 7/01/2026
SOUTH HADLEY PUBLIC SCHOOLS
JOB DESCRIPTION
Position: Administrative Assistant to the Director of Student Services
Job Goal: The Administrative Assistant to the Director of Student Services is responsible for preparation of documents, maintenance of records, and completion of varied projects in order to provide an organized, efficient and service-oriented personnel function for the Director of Student Services.
Supervision: Reports to the Director of Student Services
Experience and Training:
- Minimum of 3 years of experience in an administrative support role, preferably within a school district or educational setting
- Minimum of 2-4 years of experience of progressively monitoring financial record keeping, budget monitoring, or accounting
- Familiarity with special education regulations (e.g., IDEA, Section 504) and state reporting requirements preferred
- Strong secretarial skills and organizational abilities
- Demonstrated ability to work independently, manage multiple tasks, and prioritize effectively in a deadline-driven environment
- Proficient in Microsoft Office, Google Workspace, and other relevant software; experience with student information or data management systems preferred
- Proficient in Microsoft Excel, including using formulas, vlookups, pivot, sum and avg
- Establish and maintain office procedures in collaboration with the Director of Student Services
- Excellent interpersonal and communication skills, with a professional demeanor and ability to maintain strong public relations
- Strong problem solving skills and good judgement, with a proven ability to maintain objectivity and confidentiality in all matters
- Excellent verbal and written communication skills
- Commitment to the education of all students as the primary mission of the public schools
- Knowledge of policies and procedures of the school district and of state regulations preferred
- Demonstrated commitment to supporting the mission of public education and equitable outcomes for all students
Performance Responsibilities:
Financial and Budget Management
o Maintain and reconcile financial records for special education services, including tuition, transportation, contracted services, and grant expenditures
o Track and report expenditures for special education and district education grants (e.g., Circuit Breaker, Medicaid).
- Monitor billing and student attendance data for accuracy and compliance.
- Complete budget transfers and reconcile special education accounts with Munis in coordination with the Business Office.
- Review requisitions for compliance with state regulations, district policies, and available funds.
- Assist in preparation of budget development books, reports, and annual submissions (Circuit Breaker, School Choice, Medicaid).
- Collect vendor W-9s and obtain vendor numbers as needed.
- Support tasks related to the bidding process in accordance with state regulations.
Transportation Coordination
- Coordinate in-district and out-of-district transportation and McKinney-Vento services with our Transportation Department.
- Maintain transportation records and collaborate with transportation coordinators, building staff, transportation vendors, and families regarding transportation needs.
Office and Administrative Support
- Generate, compile, and prepare reports, documents, and correspondence – including confidential materials – at the direction of the Director of Student Services.
- Maintain an organized filing system, including confidential files
- Manage office supplies and equipment needs.
- Perform other duties as assigned by the Director of Student Services, or designee.
Terms of Employment: As agreed upon through negotiated contract; evaluation to be completed annually by the Director of Student Services.
Physical Requirements: The position requires a moderate amount of walking, standing, sitting and climbing stairs and step stool whenever necessary. Activities also include moderate physical exertion in body movement such as reaching, bending, twisting, grasping, pushing and pulling of objects. The position requires lifting objects of 20 pounds on a frequent basis and over 20 pounds occasionally. There is a frequent requirement of fine motor manipulation
associated with the required use of a computer, typewriter, keyboard, calculator and other business machines.
Environmental Conditions: The employee is required to work indoors. The regular chemical solvents are toners and cleaning fluids.
Job Type: Full-time
Pay: $40,000.00 - $48,000.00 per year
Benefits:
- Dental insurance
- Health insurance
- Life insurance
- Vision insurance
Work Location: In person
