Description

Under the general direction of the Assistant Superintendent of Student Services, provide administrative, secretarial, and public relations support to the Administrator; field inquiries; resolve routine procedural issues; handle correspondence, maintain department records, and provide excellent customer service for special needs students, their teachers and parents and the community at large.

Responsibilities

• Provide administrative and secretarial support to the Assistant Superintendent of Student Services. Draft routine correspondence, word process documents; compile data and file reports; including, but not limited to, department newsletters and cable TV announcements, meeting agendas, department budget reports, parent notices, confidential staff evaluations, other miscellaneous reports for Central Office, etc. Organize and execute first class and bulk mailings. Sort and screen Assistant Superintendent's in-coming mail. Maintain Student Services Administrator's filing system. Provide supervision to secretarial staff and ensure timely completion and filing of all student services related activities.

• Coordinate and track confidential Medicaid eligibility services, both in and out-of-system for government reimbursement. Provide training to service providers on reporting procedures as required. Oversee the conversion of X-2 data for Medicaid, ensure data is entered, manage MTS, manage staff reporting

• Provide Transportation Coordinator with transportation requirements for special needs students; update information as needed. Serve as a liaison to parents and teachers about special education transportation and coordinate service delivery.

• Assist with the coordination of APS's Summer School Program. Track enrollment and coordinate transportation for in-district and out-of-district students.

• Build and maintain databases required for program planning such as but not limited to:

• Documents, parent notifications, schedules, job postings, and other related services records for summer program
• Legal agreements and Out of District placement contacts
• Related services by school
• Medicaid
• Transportation of students with special needs in-district, out of district, and in cases of homelessness.

• Gather information and organize for Due Process or other BSEA hearings and department reviews conducted by DESE (eg., Mid-Cycle Review)

• Coordinate records requests with schools, Information Technology and attorneys; managing redacting, email records, student records, etc to ensure FERPA compliance.

• File rejected IEPs and unilateral placements with the Department of Elementary and Secondary Education within prescribed timelines.

• Transmit unilateral placements, redacted records, and other sensitive documents to attorneys as needed.

• Generate and maintain education service agreements.

• Coordinate private school letters and Childfind activities including letters and media notification.

• Notify students and parents of their right to student records before scheduled destruction; coordinate records release.

• Develop and maintain a list of translation services for parents and teachers within the system. Prepare documents for translation and identify appropriate vendors for translation.

• Prepare and track all Placement Agreements for students in out-of-district placements, enter attendance data into X-2.

• Maintain all special education administrators' calendar; schedule meetings and interviews. Maintain department personnel files for the Assistant Superintendent of Student Services.

• Provide public relations support to the Assistant Superintendent. May serve as intermediary in greeting parents, children, staff and other visitors; resolve routine issues or answer routine questions within the scope of authority; refer all other issues to special education administrators in a timely and efficient way; direct volunteers and visitors; answer telephone, provide accurate information to callers, and take accurate messages when necessary.

• Provide administrative and secretarial support to other special education administrators and or members of the department as directed by the Student Services Administrator.

• Perform related duties as required.

Qualifications

Skill, Knowledge and Abilities

• Thorough knowledge of special education policies and procedures.

• Ability to oversee the overall functioning and day to day management of the office staff and activities and resolve issues as they arise.

• Core knowledge of office managerial skills and knowledge of standard office procedures, practices, forms, and equipment; dexterity and accuracy in operating computers, including applicable department software such as X-2, Baseline Edge, AESOP, MyLearningPlan, NeoGov, etc.

• Ability to organize time; work independently on multiple tasks with frequent interruptions; and ability to ensure timelines are met in regard to rejected IEPs, Medicaid, transportation, EYP, legal agreements, record requests, etc.

• Ability to prepare routine to complex correspondence and reports utilizing several computer office applications.

• Ability to communicate effectively and pleasantly with wide variety of individuals, including parents, students, teachers and outside vendors. Ability to interact effectively with attorneys, advocates, SEPAC, town employees, the media, etc.

• Ability to maintain utmost confidentiality with respect to student issues and other sensitive personal matters.

• Knowledge of state regulations, M.G.L. Chapter 71, secs. 34D, 34E and 37L as they pertain to the maintenance and distribution of student records.

• Knowledge of M.G.L. Chapter 119, section 51A requiring the report of child abuse to the building principal.

• Ability to perform detailed record keeping work accurately and with dispatch.

• Ability to perform basic mathematical calculations accurately.

• Ability to understand, and explain policies and procedures, especially as they pertain to special education policies and procedures, student records regulations and custody issues.

Education and Experience

Duties require two years of secretarial or business school with knowledge of office administration, secretarial practices, and automated office systems and procedures; 3 to 5 years of related experience; or any equivalent combination of education and experience.

Supplemental Information

Andover Public Schools (APS) seeks candidates who embody our ethos, which includes valuing the identities of all students, high expectations for all students, teaching excellence, collaboration, innovation, respect, and responsibility. APS is committed to hiring and supporting a racially and ethnically diverse faculty and staff. Racially and ethnically diverse teachers produce a myriad of positive outcomes for all students, especially the most historically marginalized students.