Student Services Assistant

Greet and assist all families and staff that visit the Student Services Office
Answer phones and keep accurate message logs
Complete all copying, scanning, and clerical requests
Assist the out-of-district coordinator with preparing, sending and tracking of referral packets
Assist with all Translation requests though the use of translation software of services
Manage the Special Education File Room ensuring compliance
Oversee the notification and file return/destruction process
Prepare files for legal cases, record requests, and transfers
Ensure all Supporting Paperwork (School Calendars etc) is in Circuit Breaker Files for Fiscal Year
Act as the Special Education transportation liaison with parents and families; maintain spreadsheet for both school year and ESY
Coordinate and manage all Special Education transportation requests, routes, and needs in conjunction with various transportation companies; clearing of special education busses at the end of the day
Maintain Tutoring spreadsheet and paperwork
Maintain and track out-of-district attendance in Student Information System;notify Out of District Coordinator regarding chronic absenteeism; track, print and file progress reports
Manage and distribute both incoming and outgoing mail; deliver mail and supplies to buildings as necessary
Oversee office supplies, maintain inventory and accurate ordering
Ensure supplies are readily available in the copy room (paper in copy machine, staples loaded, envelopes stamped, etc)
Work with local media agencies and prepare public postings notifications (Press Releases / Public Notices)
Prepare and assist with upload all 688 referrals to the virtual gateway upon request
Manage announcements on the Student Services Website in coordination with technology
Maintain current Student Service staff lists including updating of email distribution groups.
Assists with clerical paperwork and filing as it relates to Medicaid upon request
Assist with agendas for bi-weekly staff meetings; assist Student Services department with planning and materials for staff PD
Oversee Testing Kits, Inventory and Tracking; Assistive Tech Equipment Inventory and Maintenance
Create cumulative folders as needed for Out of district and service-only students
Collect and verify enrollment eligibility through review of required registration documentations. Enroll students in PowerSchool; ensure accuracy
Assist with scheduling of meetings, creation of invitations, and mailing of invitations
Maintain roster of high school students that attend OOD schools and coordinate completion of transcripts with guidance department at Woburn High School through maintenance of a shared drive as well as MCAS scores
Assists in all aspects of the IEP scanning, sharing, and archiving documents
Assist with Age of Majority tracking, mailings, and guardianship
Maintain an updated contact list for out of district students, including other agency contacts
Support Student Services Coordinators and Team Chairs with all clerical duties as needed
Perform all other clerical duties as assigned by the Superintendent of Schools, Assistant Superintendents and/or the Director of Student Services as reasonably related to this job description.
At the Woburn Public Schools, we are committed to cultivating an environment where diverse perspectives and backgrounds are embraced, acknowledging that a team reflecting diversity of race, color, ancestry, national origin, religion, age, gender, marital/domestic partner status, sexual orientation, gender identity, disability status, and veteran status allows us to serve our communities better. To that end, Woburn Public Schools continues to be an Equal Opportunity Employer and a district member of Mass Partnership for Diversity in Education