Student Services Administrative Assistant

Student Services Administrative Assistant

The Student Services Administrative Assistant provides comprehensive administrative and organizational support to the Director of Student Services and the Student Services Department. This position requires a highly organized, detail-oriented, and collaborative professional who can manage confidential information, support department operations, maintain accurate records, and communicate effectively with students, families, staff, administrators, and outside agencies.

The successful candidate will demonstrate strong organizational skills, excellent communication abilities, sound judgment, attention to detail, and the ability to manage multiple priorities in a fast-paced educational environment.

Essential Duties and Responsibilities

Administrative Support

• Provide administrative support to the Director of Student Services and Student Services Department.
• Maintain organized electronic and paper files in accordance with district procedures and applicable laws.
• Receive, organize, and distribute department correspondence and documentation.
• Assist with tracking important deadlines, meetings, evaluations, IEP-related documentation, and other department activities.
• Maintain confidentiality of student, family, and personnel information at all times.
• RMTS Coordinator & Contact for person for all Medicaid information required for reimbursement. Work collaboratively with NEMB. Communication with staff regarding their service delivery logs and RMTS. Gather from Staff lists for Medicaid reimbursement.
• Assist with the organization and processing of special education and student services documentation.
• Support the collection, tracking, and maintenance of records related to IEPs, evaluations, meetings, and other required documentation.
• Support department procedures related to compliance, documentation, and recordkeeping.
• Assist with data entry and maintaining accurate information in district student information and special education systems.
• Maintain Out of District & Walk-In data
• Prepare, send out and track all of Out of District referrals and responses.
• Prepare Child Find Notification to all concerned parties
• Pack up and prepare student files for graduates and turning 22. Notify families of destruction of record. Send files when students move to new districts.

Communication and Customer Service

• Serve as a professional and welcoming first point of contact for the Student Services Department.
• Respond to telephone calls, emails, and inquiries from families, staff, administrators, and outside agencies.
• Provide information regarding department procedures and direct questions to the appropriate staff member when necessary.
• Assist families and staff in navigating department processes and resources.
• Assist with special projects and other duties as assigned by the Director of Student Services.

Required Qualifications

• High school diploma or equivalent required; additional education or training in business administration, education, or a related field preferred.
• Previous administrative or office experience, preferably in a school or educational setting.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and exercise sound judgment.
• Ability to manage multiple tasks, meet deadlines, and prioritize work effectively.
• Proficiency with Google Workspace, Microsoft Office, email, and other common office technology.
• Ability to learn and use student information systems, special education databases, and other department-specific software.
• Ability to work collaboratively and independently.

Preferred Qualifications

• Experience working in a school district or special education/student services setting.
• Familiarity with special education terminology, IEP processes, and student services procedures.
• Experience working with confidential student records and sensitive information.
• Experience with student information systems and special education documentation platforms (PowerSchool/ESPED)