Administrative Assistant (Special Education Department)

The Worcester Public Schools is seeking an Administrative Assistant to provide high-level support to the Director of Special Education and Intervention Services. The Admin Assistant will work in partnership with the Director and Assistant Director of Special Education to ensure operational and office management responsibilities are carried out effectively and efficiently.

The ideal candidate will have:

• Bachelor's degree in Business Administration or another field with a minimum of three years of experience supporting special education duties related to personnel functions within a public and/or non-profit sector preferred
• Strong organizational skills with the ability to thrive in a fast-paced environment, including managing the Director of Special Education''s schedule. Demonstrated ability to develop and maintain both digital and, when needed, paper filing systems; organize and maintain confidential records; and efficiently manage the daily operations of the Special Education Office
• Knowledge of clerical, administrative, legal, and budget procedures, including common business principles, and proven experience in producing accurate documents and correspondence
• Exceptional computer skills with relevant, web-based and software applications, including advanced knowledge of Google Suite (Docs, Sheets, Slides, Forms), Microsoft Word/Office, and Excel
• Strong record-keeping skills and ability to create and maintain accurate records, and assist with managing daily operations of the special education office
• Excellent interpersonal skills, able to operate with diplomacy, tact, and empathy
• Impeccable record keeping including maintaining sensitive material and confidentiality of employees, students, and financial information

PREFERRED QUALIFICATIONS:

• Bachelor''s degree with a minimum of three years of experience supporting special education duties related to students with disabilities and families, including administrative functions such as supporting legal complexities, budget, and scheduling, and professional development within a public and/or non-profit sector
• Ability to take initiative and maintain high-quality work and productivity, while managing multiple tasks, deadlines, and interruptions with the utmost attention to detail
• Ability to assist with the management of administrative staff under the direction of the Special Education Director and Assistant Director
• Comfortable and flexible when working with tight deadlines, and able to turn work around within a short time span, where demands are liable to change at short notice

ADMINISTRATIVE DUTIES:

• Demonstrate a high degree of confidentiality and professionalism while performing day-to-day responsibilities, including, but not limited to, assisting with matters relating to legal arbitrations, grievances, the Bureau of Special Education Appeals, and other personnel issues
• Maintain day-to-day management of the Director of Special Education''s calendar and schedule
• Assist in the formulation of agendas and notifications associated with meetings involving various stakeholders, and take detailed minutes and notes where required
• Create and manage an informational database consisting of various forms of data, given the needs of the department
• Assist in planning and coordinating work in the preparation of administrative budgets, grants, and analyzing budget requests and high-level priorities (PRS, settlement, compliance deadlines)
• Act as liaison and coordinate the flow of information between the Director/or Assistant Director with internal and external contacts, including but not limited to staff, students, parents, volunteers, vendors, community stakeholders, and other representatives
• Maintain communication to ensure that the Director and/or Assistant Directors are updated on key organizational issues, legal and compliance matters, when he/she is out of the office
• Conduct assigned special projects, financial and administrative work, and prepare reports embodying proposed recommended solutions or courses of action
• Support the special education leadership team to prepare information for meetings, professional development, ordering materials, curriculum, and presentations, etc.
• Accomplish work assignments with flexibility, independence, and within the time allotted for the specific project/ assignment

COMPLIANCE AND DATA DUTIES:

• Remain current with DESE and federal reporting requirements and proposed changes, which may include attending DESE meetings and taking notes
• Complete, or assist in completing, a multitude of local, state, and federal reports utilizing a variety of printed and electronic data sources, including but not limited to the formulation of MA DESE reports for SIMS, EPIMS, SCS, Circuit Breaker, Special Education Indicators, Directory Administration, utilizing administrative software, Security Portal, ELAR, and grants.
• Assist the Director in tracking changes and updating department policies and procedures
• Maintain records that ensure compliance with all policy-related documentation
• Maintain accurate student and staff data, including rosters, attendance, and evaluation information
• Assist in posting and updating the Special Education Department Newsletter and Web Page
• Perform additional duties as assigned by the Director of Special Education and/or Assistant Directors of Special Education

This is a 52-week position with 15 paid sick days, 5 PTO days, and 10 vacation days.

Hours of work are 8:30-4:30 Monday through Friday (7.5 hours of work and .5 unpaid lunch)

This is a non-bargaining position.