Special Education Administrative Assistant (Full Year Position)

Beverly-Public-Schools; Beverly (MA); On-site; USD 42,000 - 54,000; Full time

Job summary

Beverly Public Schools seeks a qualified Administrative Assistant to support the Special Education and Pupil Personnel Services teams in our Beverly, MA offices. The role focuses on clerical tasks, data entry, student records, and timely communication with families and vendors.

You will demonstrate strong organizational skills, attention to confidentiality, and the ability to use Google Suite, databases, mail merge, and spreadsheets. CORI/SORI background checks are required.

Qualifications

• High School Diploma and two years of progressively responsible clerical experience.
• Demonstrated written and oral communication with staff, students and families.
• Ability to work independently with good judgment and strong organizational skills.

Responsibilities

• Perform general clerical duties including word processing, copies, filing and data entry.
• Manage student information in multiple databases and prepare reports for state reporting.
• Coordinate transportation, parent communication and collaboration with agencies.
• Provide coverage for the preschool office and maintain confidentiality at all times.
• Communicate professionally with students, parents/guardians, staff and vendors.
• Support special education team with duties as assigned by administrators.

Skills

Clerical proficiency

Communication skills

Customer service

Google Suite

Data entry

File management

Education

High School Diploma

Tools

Google Suites

Spreadsheet software

Database systems

Mail merge

Job description

Essential Duties and Responsibilities include the following:

• Perform all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc.
• Process, maintain and update student information using multiple student database systems database(s), spreadsheets, contracts and reports for record keeping, tracking and state reporting
• Send out and process evaluation consent forms and other documentation
• Schedule Team meetings in accordance with required timelines
• Coordinate with the transportation department regarding special education transportation
• Support the department with parent communication and communication with other collateral parties/agencies
• Compile and send records for record requests
• Assist with the distribution of information, mailings, publications and scheduled events
• Assist with registration of incoming students, as needed
• Assist with computer, telephone and copier issues, as needed
• Provide coverage for preschool office when needed
• Create a warm and welcoming school environment for school staff and community members
• Communicate in a professional and courteous manner with students, parents/guardians, staff, school and vendors
• Maintain confidentiality and handle sensitive materials
• Perform and assist with other duties that may be assigned by the Administrator of Special Education and Pupil Personnel Services or other Beverly Public Schools administration to support the Special Education team, as needed

Qualifications

• High School Diploma and demonstrated equivalent office experience in a responsible position
• A minimum of two years progressively responsible clerical experience
• Demonstrated skills in communication, both written and oral, with all persons associated with the school and community
• Ability to work independently and exercise good judgment to support daily operations
• Demonstrated organizational skills, flexibility and high energy level
• Ability to calculate figures and amounts such as percentages
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or electronic form
• Expertise and skill in utilizing personal computers, Google Suites, word processing, database, and spreadsheet applications including mail merge
• Excellent customer service and interpersonal skills, written and oral communication skills and organizational skills

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is regularly required to sit. The employee frequently is required to stand, walk, talk, and hear. The employee is occasionally required to use hands to finger, handle, or feel objects, tools, or controls and reach with hands and arms, climb or balance and stoop.

The employee must lift and/or move up to 10 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in an office environment. Majority of the work is performed in a moderately noisy environment with frequent interruptions.

Compensation

• Compensation is set in accordance with the Beverly Public Schools AFSCME School Administrative Assistants collective bargaining agreement and is commensurate with experience and education.

Employment Eligibility

• Employment is contingent upon successful completion of a CORI and SORI background check and fingerprint-based national criminal history check, in accordance with Massachusetts law.
• In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.