About the position
Hingham Public Schools is seeking an exceptional Administrative Assistant for the Student Services department, a full-year position located at the Central Office. The anticipated start date for this role is June 1, 2024. The ideal candidate will be highly motivated and dedicated to supporting special education regulations and procedures, contributing to a community of teachers, learners, and leaders. This position involves coordinating daily clerical support functions within the student services office, which includes maintaining, processing, filing, and distributing all special education files, including Individualized Education Programs (IEPs). The Administrative Assistant will also support the scheduling of meetings with special education families as directed and complete required documentation for Medicaid reimbursement and reporting. In addition to these responsibilities, the Administrative Assistant will serve as a liaison between the student services staff and other school staff, teachers, students, and the general public. The role requires effective communication, both over the phone and in person, with parents, caregivers, students, and school personnel, ensuring that calls are routed to the appropriate personnel as necessary. The candidate will perform general administrative tasks independently, which include preparing correspondence, reports, data collection, requisitions, handbooks, directories, and calendars. The Administrative Assistant will also assist counselors with special events, activities, and materials preparation, support data entry in the Student Information System for state reporting purposes, and maintain the Student Services website. Furthermore, the role supports Central Office functions such as answering phones, greeting visitors, and sorting mail as assigned. The Administrative Assistant will perform all other duties as assigned by the Executive Director of Student Services.
Responsibilities
- Coordinate daily clerical support functions of the student services office.
- Maintain, process, file, and distribute all special education files, including students' IEPs.
- Support the scheduling of meetings with special education families as directed.
- Complete required documentation for Medicaid reimbursement and reporting.
- Serve as a liaison between the student services staff and other school staff, teachers, students, and the general public.
- Support the maintenance of the mail room including postage, supplies, and monthly postage reports.
- Communicate information over the phone or in personal contact with parents/caregivers, students, or school personnel as appropriate; route calls to appropriate personnel as necessary.
- Perform and assume general administrative tasks independently, including preparation of correspondence, reports, data collection, requisitions, handbooks, directories, and calendars.
- Assist counselors as needed with special events, activities, and materials preparation.
- Support entry of data in the Student Information System for state reporting purposes.
- Support the maintenance of the Student Services website.
- Support Central Office functions such as answering phones, greeting visitors, or sorting mail as assigned.
- Perform all other duties as assigned by the Executive Director of Student Services.
Requirements
- Administrative experience, ideally in a school setting.
- Strong organizational skills, including time management, task prioritizing, and meeting required timelines.
- Excellent written and oral communication skills.
- Attention to detail.
- Ability to work collaboratively with professionals and staff to encourage a welcoming environment for families, staff, students, and the general public.
- Proficiency with technology, including student software management data entry, such as Aspen X2, Google Suite, and Microsoft products.
- Proficiency with office machines and equipment, including document scanning and audio/visual technology.
- Commitment to maintaining confidentiality.
- Demonstrated attention to detail and ability to manage multiple tasks and simultaneous projects within mandated timelines.
Benefits
- Compensation commensurate with the Collective Bargaining Agreement.
