Administrative Assistant

14 hours ago

Natick, United States Natick Public Schools Full time
The Natick Public Schools seek an

Administrative Assistant for Students Services

Start date: 01/02/2025

We invite you to explore a career with Natick Public Schools.

The Natick Public Schools educate approximately 5,300 students from Pre-K through age 22. We are an innovative, supportive, and high-performing district whose outstanding staff provides high quality services for our diverse students and their families from Natick and Boston. Natick Public Schools is a community dedicated to all students achieving high standards in a safe, trusting, respectful environment where learning is exciting, dynamic, and engaging, and where connectedness and belonging are valued and actively cultivated. We are home to families that speak almost 60 different languages and our student population is approximately 29% Students of Color and 71% White students. With a graduation rate of 97% and 90% of our students attending post-secondary schools, we are proud of our commitment to excellence in educating students to be informed and successful citizens of a global world.

We enthusiastically welcome educators to our district who seek and thrive in a diverse environment that focuses on the whole child in a strengths-based approach. Please partner with us in our mission to support the diversity of our school community, promote and deliver equitable practices for all of our staff, students, and families, and create meaningful connections that enable everyone to feel included and thrive.

Job Title

Administrative Assistant for Student Services School Year

Location

Kennedy & Wilson Middle Schools

Reports To

Director of Student Services

Work days/FTE

School year ten-month.

Salary/Benefits

Salary and benefits in accordance with the Administrative Assistant collective bargaining agreement LEVEL III

Benefits Eligible?

Yes

JOB GOAL: Profile of a Natick Educator

To ensure a smooth and efficient operation of the Student Services office by processing all IEP's, training and providing technical support to all Special Education Staff regarding access and use of the online IEP program. Maintain accurate records of Special Education Data for export to the Department of Education for State reporting. Maintain record keeping and destruction of records for all Special Education students and provide record retention per DESE guidelines. Perform a variety of routine and complex clerical, secretarial and administrative tasks so that the office can meet federal and state special education mandates.

QUALIFICATIONS
  • Education: Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing and bookkeeping.
  • Specialized Knowledge (preferred, but will train the right candidate)
    • Google Suite (Drive, Docs, Sheets, Slides, Forms)
    • Microsoft Office (Word, Excel, Power Point)
    • Special Education Management Software(ESTAR)
    • PowerSchool SIS
    • Understanding of and commitment to the principles and practices of diversity, equity, inclusion, and social justice as they relate to hiring and supporting district staff
  • Preferred Experience: Three years experience of increasingly responsible related experience, or any equivalent combination of related education and experience.
Skills:
  • Demonstrated aptitude for work to be performed
  • Bilingual skills, especially in Spanish and Portuguese, are highly desirable
  • Ability to work independently
  • Skills in the following software applications preferred: Microsoft Office (Word, Excel Power Point), PowerSchool SIS, Constant Contact/School Messenger, Google Docs/Drive, Special Education Management Software(ESTAR).
  • Must be comfortable with the use of tables and formulas.
  • Willingness and ability to help other co-workers as needed.
  • Excellent human relations skills required. Ability to work collegially and cooperatively with all constituencies within the school community is essential
  • Ability to effectively meet and deal with the public
  • Ability to communicate effectively verbally and in writing
  • Ability to handle stressful situations.
  • Ability to coordinate office projects.
  • Ability to handle large volumes of work and a variety of jobs in an efficient and accurate manner.
  • Experienced in use of special education data management system and student information systems
TOOLS AND EQUIPMENT USED
  • Phone, personal computer and software applications as outlined above, scanner, camera, copy machine, calculator, printers and fax machine.
ESSENTIAL FUNCTIONS OF THE JOB (not limited to)
  • Receives visitors, answers incoming calls and provides information as needed, and refers, when necessary, to appropriate persons.
  • Provide support to Office of Student Services full year administrative assistant, Planning and Budget Analyst, and Out of District Coordinator as assigned by the Assistant Superintendent.
  • Assist in the production, reproduction and distribution of forms, documents, flyers and correspondence (i.e. 504 materials, special education materials, success plans, state assessment materials).
  • Contact individuals as directed by telephone or written correspondence to schedule meetings (i.e. conferences, 504 meetings, special education team meetings).
  • Complete tasks involving filing, collating materials, compiling packets, typing minutes of meetings.
  • Maintains and monitors records and performs other tasks related to the School-Based Medicaid program.
  • Maintains confidentiality of records and information that occurs within the student services department.
PERFORMANCE RESPONSIBILITIES MAY INCLUDE

Any other relative duties as assigned.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee must be able to perform the essential functions of the job satisfactorily and, if requested, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their job, absent undue hardship.

While performing the duties of this job, the employee is regularly required to:
  • move about the classroom, school, school grounds, office, and/or off-site locations.
    • On some occasions, it may be necessary to move quickly across even or uneven surfaces;
  • remain in a stationary position for periods of time;
  • operate a computer and other school/office productivity machinery (i.e., iPad, copy machine, computer printer, assistive technology, etc.);
  • read material from a computer monitor as well as handwritten or printed matter with or without visual aids;
  • position oneself to maintain files and access school/classroom/office materials;
  • communicate with others so that information received and given is understood and accurately communicated;
  • communicate and collaborate effectively with students, parents, and other staff members in person, via video conference, on the telephone, and/or in writing;
  • observe details at close range
  • in the school setting, ensure the safety of students;
  • multitask and meet multiple demands from several people;
  • may need to teach and support students with life skills development such as eating, cleaning, and toileting
  • lifting up to and including 25 lbs
  • the noise level in the work environment is moderate to loud.
SELECTION GUIDELINES
  • Formal application
  • Rating of education and experience
  • Oral interviews
  • Reference check
  • Strong record of work performance in current and previous roles required
  • Successful completion of Criminal Records Check (C.O.R.I.), Sexual Offender Record Check (S.O.R.I.), and fingerprints.


The Natick Public Schools do not discriminate on the basis of age, race, creed, color, religion, nationality, sex, sexual orientation, gender identity, disability, pregnancy and pregnancy-related conditions, physical and intellectual differences, immigration status, homeless status, or any other class protected by law.

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