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 districts 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 SupportSupport the Director of Student Services with budget development, tracking, and monitoring of budget linesSupports 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 proceduresMonitor expenditures and assist with reconciling accounts across multiple funding sources, including grantsAssist in managing state and federal grant documentation, reporting, and compliance requirementsTrack and maintain records related to out-of-district placements, transportation, and contracted servicesAdministrative & Compliance SupportCoordinates special education transportation services by collaborating with families, schools, and transportation providers for both in and out of district transportation routesMaintain accurate and confidential student records in compliance with FERPA and district policiesEnsure accurate data entry and maintenance in Aspen Student Information System and other required platformsServe as a point of contact for families regarding procedural questions and required documentationData, Reporting & Program SupportGenerate reports and maintain data systems to support program oversight and decision-makingAssist in preparation for DESE audits, Coordinated Program Reviews (CPR), and internal compliance reviewsAdditional ResponsibilitiesCollaborate with building-based staff, central office departments, and external agenciesMaintain a high level of professionalism, discretion, and attention to detail in all aspects of the rolePerform other duties as assigned by the Director of Student Services
