Job Description

Student Support Services Administrative Assistant

The Student Support Services Administrative Assistant provides comprehensive administrative, clerical, and organizational support to the district's Student Support Services department. The role requires exceptional attention to detail, strong communication skills, and the ability to manage sensitive information with professionalism and confidentiality.

Administrative Operations

• Maintain calendars for SSS administrators, including IEP meetings, evaluations, family appointments, and internal team schedules.
• Prepare, format, and distribute department documents, including notices, letters, reports, and compliance forms.
• Manage incoming calls, emails, and walk-in inquiries; provide accurate information or route to appropriate staff.
• Maintain organized digital and physical filing systems aligned with district and state record-keeping requirements.
• Support onboarding processes for new SSS staff, including access setup, materials preparation, and orientation scheduling.

Compliance & Documentation

• Track timelines for IEPs, evaluations, re-evaluations, and Section 504 plans to ensure legal compliance.
• Maintain accurate logs, spreadsheets, and databases for service minutes, caseloads, and provider assignments.
• Support the department in preparing for audits, monitoring visits, and state reporting cycles.

Family & Community Communication

• Serve as a welcoming, professional first point of contact for families seeking support or information.
• Provide clear, accessible explanations of processes (IEP meetings, evaluations, timelines, etc.) without offering legal interpretation.
• Coordinate interpreter requests and ensure translated documents are prepared when needed.

Student Services Coordination

• Maintain updated rosters for special education and related service providers.
• Assist with transportation requests, service location changes, and building-level coordination.
• Monitor service delivery logs for completeness and accuracy; follow up with providers as needed.

Data & Systems Management

• Enter and update student information in district systems (e.g., IEP platforms, SIS, service logs).
• Generate reports for administrators, case managers, and building teams.
• Track department metrics such as caseloads, timelines, service minutes, and evaluation status.
• Support digital organization of shared drives, folders, and department resources.

Operational & Fiscal Support

• Manage ordering and purchasing of office supplies, instructional materials, and department resources.
• Track budget expenditures, maintain purchase logs, and support administrators with monitoring account balances.
• Coordinate vendor quotes, submit purchase requests, and ensure timely receipt of materials.
• Maintain inventory of supplies, forms, and equipment; restock and reorder as needed.
• Support department fiscal processes such as mileage forms, timesheets, and service documentation.

Additional Responsibilities

• Perform other duties as assigned to support the effective operation of the Student Support Services department, including assisting with special projects, seasonal tasks, district initiatives, and emerging needs that align with the role.

Notice of Nondiscrimination

The Board of Education does not discriminate on the basis of race, color, national origin, immigration status, sex (including sexual orientation or transgender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any legally protected category not otherwise listed, (collectively, "Protected Classes"), in its programs and activities, including employment opportunities.

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