Administrative Assistant Student Services

Young World Physical Education; Newburyport (MA); On-site; USD 62,000 - 71,000; Full time

Job summary

Newburyport Public Schools is seeking an Administrative Assistant for Student Services in Newburyport, MA. The role supports the Director of Student Services and the Special Education Department with high-level clerical, financial, and data management tasks.

The ideal candidate will have experience in a public school setting, proficiency with Munis and Aspen SIS, and strong organizational and communication skills. This is a full-time, on-site position with competitive salary and benefits.

Qualifications

• Experience in a public school district, preferably in special education or student services.
• Proficiency with Munis, Aspen SIS, and Microsoft Office/Google Workspace.
• Strong organizational, communication, and problem-solving skills.
• Ability to maintain confidentiality and handle multiple priorities.

Responsibilities

• Provide high-level clerical, organizational, and fiscal support to the Director of Student Services and the Special Education Department.
• Coordinate special education processes and ensure compliance with DESE regulations (603 CMR 28.00) and IDEA.
• Support budgeting, purchasing, grants management, and student data systems; assist with auditing and reporting.
• Maintain accurate records and ensure FERPA compliance; manage data in Aspen SIS and other platforms.

Skills

Strong organizational skills

Effective communication

Problem-solving

Discretion / confidentiality

Education

Bachelor degree preferred

3 years relevant experience preferred

Tools

Munis

Aspen Student Information System

Microsoft Office

Google Workspace

Job description

Newburyport Public Schools Newburyport Public Schools - Newburyport, Massachusetts Open in Google Maps

Administrative Assistant Student Services

Job Details

Job ID: 5874610
Application Deadline: Posted until filled
Posted: Aug 06, 2026 12:00 AM (UTC)
Starting Date: To Be Determined

Job Description

The Administrative Assistant for Student Services provides high-level clerical, organizational, and fiscal support to the Director of Student Services and the Special Education Department at the district’s central office. This role is responsible for coordinating special education processes, maintaining compliance with Massachusetts Department of Elementary and Secondary Education (DESE) regulations (603 CMR 28.00) and IDEA, and supporting financial and operational functions including budgeting, purchasing, grants management, and student data systems. The position requires proficiency with Munis, circuit breaker, Aspen Student Information System, and district financial procedures.

Fiscal & Operational Support

• Support the Director of Student Services with budget development, tracking, and monitoring of budget lines
• Supports Medicaid reimbursement processes by maintaining service documentation, assisting with claim submissions, and ensuring compliance with state and federal billing requirements.
• Assists in preparing and submitting Circuit Breaker reimbursement claims by compiling required cost documentation, verifying eligible expenditures, and ensuring compliance with Massachusetts DESE guidelines.
• Process purchase orders (POs), invoices, and requisitions using Munis in accordance with district procedures
• Monitor expenditures and assist with reconciling accounts across multiple funding sources, including grants
• Assist in managing state and federal grant documentation, reporting, and compliance requirements
• Track and maintain records related to out-of-district placements, transportation, and contracted services

Administrative & Compliance Support

• Coordinates special education transportation services by collaborating with families, schools, and transportation providers for both in and out of district transportation routes
• Maintain accurate and confidential student records in compliance with FERPA and district policies
• Ensure accurate data entry and maintenance in Aspen Student Information System and other required platforms
• Serve as a point of contact for families regarding procedural questions and required documentation

Data, Reporting & Program Support

• Generate reports and maintain data systems to support program oversight and decision-making
• Assist in preparation for DESE audits, Coordinated Program Reviews (CPR), and internal compliance reviews

Additional Responsibilities

• Collaborate with building-based staff, central office departments, and external agencies
• Maintain a high level of professionalism, discretion, and attention to detail in all aspects of the role
• Perform other duties as assigned by the Director of Student Services

Position Type: Full-time
Salary: $62,262 to $70,863 Per Year
Job Categories:

Support Staff > Administrative Assistant

Job Requirements

• Experience in a public school district, preferably in special education or student services
• Working knowledge of Massachusetts special education regulations (603 CMR 28.00) preferred
• Proficiency with Munis (financial system), Aspen Student Information System, and Microsoft Office/Google Workspace
• Strong organizational, communication, and problem-solving skills
• Ability to manage multiple priorities and maintain strict confidentiality
• Salary as per contract negotiated between the AFSCME Union and the Newburyport School Committee
• Equal Opportunity Employer Newburyport Public Schools does not discriminate in its programs, activities or employment practices based on race, color, national origin, age, religion, gender, gender identity, sexual orientation or disability.
• At least 3 year(s) of relevant experience preferred.
• Bachelor degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Brad Brooks , Director of Student Services
• 70 Low Street
• Newburyport, Massachusetts 01950
• Phone: [phone]
• Email: [e-mail]

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