Administrative Assistant - Data and Financial Coordinator, Office of Student Services Level II FY (2746)

The Natick Public School sees an

Administrative Assistant - Data and Financial Coordinator

Start date: 04/14/25

We invite you to explore a career with Natick Public Schools. 

The Natick Public Schools educate approximately 5,300 students from Pre-K through age 22. We are an innovative, supportive, and high-performing district whose outstanding staff provides high quality services for our diverse students and their families from Natick and Boston. Natick Public Schools is a community dedicated to all students achieving high standards in a safe, trusting, respectful environment where learning is exciting, dynamic, and engaging, and where connectedness and belonging are valued and actively cultivated. We are home to families that speak almost 60 different languages and our student population is approximately 29% Students of Color and 71% White students. With a graduation rate of 97% and 90% of our students attending post-secondary schools, we are proud of our commitment to excellence in educating students to be informed and successful citizens of a global world. 

We enthusiastically welcome educators to our district who seek and thrive in a diverse environment that focuses on the whole child in a strengths-based approach. Please partner with us in our mission to support the diversity of our school community, promote and deliver equitable practices for all of our staff, students, and families, and create meaningful connections that enable everyone to feel included and thrive.

• Education: Graduation from a high school or GED equivalent with specialized course work in general office practices such as typing, filing and bookkeeping.

• Professional Certification: n/a

• Specialized Knowledge: 
• Experience with Google Suite (Drive, Docs, Sheets, Slides, etc.),  Microsoft Office (Word, PowerPoint, Excel), PowerSchool, Constant Contact, Special Education Management Software(Powerschool) preferred, Circuit Breaker Reimburesment Program and Special Education Contracts and billing, but will train the right candidate.
• Understanding of and commitment to the principles and practices of diversity, equity, inclusion, and social justice as they relate to hiring and supporting district staff

• Preferred Experience: Two years experience in a related field preferred.

• Skills: 

• Demonstrated aptitude for work to be performed
• Bilingual skills, especially in Spanish and Portuguese, are highly desirable
• Ability to work independently
• Skills in the following software applications preferred:  Google Suite (Docs, Sheets, etc.), Microsoft Office (Word and Excel), IPASS, Constant Contact, Power Point and Google Docs/Drive, Special Education Management Software(Powerschool).  
• Must be comfortable with the use of tables and formulas.
• Willingness and ability to help other co-workers as needed.
• Excellent human relations skills required.  Ability to work collegially and cooperatively with all constituencies within the school community is essential
• Ability to effectively meet and deal with the public; ability to communicate effectively verbally and in writing; ability to handle stressful situations.
• Ability to coordinate office projects.
• Ability to handle large volumes of work and a variety of jobs associated with the running of a busy office in an efficient and accurate manner.

TOOLS AND EQUIPMENT USED

• Phone, personal computer and software applications as outlined above, scanner, copy machine, calculator, printers and fax machine.

The information contained in this job description is for compliance with the American with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

• Perform a quality assurance check on all IEP’s to ensure that appropriate documentation is attached, if not follow through with Asst. Directors of Student Services the Assistant Superintendent for Teaching, Learning and Innovation and/or Evaluation Team Leaders to ensure all documentation that is required is received and in a central file.  
• Notify administrators and staff of any errors and possible trends that are taking place. 
• Plan training sessions with staff and create forms or processes to improve job performance and assist personnel in proper documentation for the district and the Department of Education

• Maintain a database and keep a log of Student Individual Education Plans as signed, unsigned, rejected or no special needs.
• Track all documentation and create monthly reports to aid Student Services personnel in timely response, resolution or reporting to parents and the Department of Education. 
• Notify the Department of Education of any rejected, partially rejected or unsigned IEPs, then finish processing the IEP and documentation and file all related correspondence.

• Maintain a database and keep a log of 504 Plans.  
• Perform a quality assurance check on all 504’s to ensure that appropriate documentation is completed and attached.
• Train and guide the nurses and guidance counselors on how to use the online programming and troubleshoot any problems that may arise through our IT or web based program. 
• Make sure that all documentation that is required is received and in the central file.  
• Notify administrators and staff of any errors and possible trends that are taking place. 
• Meet with the Assistant Director to review all 504’s and documentation. 
• Discuss strategies to improve staff performance and what tools may be needed to prevent future errors.   
• Plan training sessions with staff and create forms or processes to improve job performance and assist personnel in proper documentation for the district and the Department of Education. 
• Create or maintain accurate files for all students on 504’s and maintain all files for students who are dismissed from a 504. 

• Ensure that all Student Services files are complete and accurate for department and audit purposes.  
• Follow through on missing information in documentation and unsigned IEP’s to ensure that files are accurate and complete.   

• Provide training of staff for the Student Management Software (IEP, 504, ELL) regarding its uses and functionality.  
• Travel to school buildings for hands-on training sessions. 
• Work with the Asst. Superintendent to create and maintain training tools, databanks and process guides for Special Education staff to provide all necessary tools for compliance to DESE rules and regulations.  
• Provide staff with ongoing computer, printer, and IEP documentation support.

• Provide data and upload all Circuit Breaker documentation claims, Medicaid and OOD attendance.  Also process OOD contracts and create invoicing for payment for OOD placements. 

• State Reporting to DESE.  
• Audit the Special Education Student Data both on the Student Information System and the Student Service management program to ensure that data is accurate for export to the DESE.  
• Consult with the school IT Department to make sure that all categories are input and correct data is submitted to the DESE. 
• Attend periodic DESE courses to stay knowledgeable on the current rules and regulations and on methods of data collection.

• Maintain Record Retention/Destruction per the DESE Guidelines.  
• Maintain a filing system for inactive Special Education students, including students’ records that are due for destruction. 
• Send out correspondence to students/parents regarding record destruction and create a system to record all documentation. 
• Set up periodic document shredding for completion of destruction of records.

• Scan and enter all data for incoming students from out of state or other districts into our existing student database.  
• Verify that all information is accurate and up to date. 

• Create and maintain a database for students qualified as Youth in Transition.  
• Track and import information into the Student Information System. Create reports as needed for the Asst. Superintendent. 

• Provide support to Office of Student Services full year administrative assistant, Planning and Budget Analyst, and Out of District Coordinator as assigned by the Assistant Superintendent for Teaching, Learning and Innovation.

• Assists with the maintenance of the Student Service Web Page.

• Performs routine and complex clerical work, generates student and district wide reports for Asst. Superintendent, Assistant Director of Special Education, Assistant Superintendent for Teaching, Learning and Innovation, Out of District Coordinator, Superintendent and School Committee members.

• Receives visitors, answers incoming calls and provides information as needed, and refers, when necessary, to appropriate persons.
• Maintains confidentiality of records and information which occurs within the Office of Student Services.

• Any other relative duties as assigned. 

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. The employee must be able to perform the essential functions of the job satisfactorily and, if requested, reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of their job, absent undue hardship.

While performing the duties of this job, the employee is regularly required to: 

• move about the classroom, school, school grounds, office, and/or off-site locations. 
• On some occasions, it may be necessary to move quickly across even or uneven surfaces; 
• remain in a stationary position for periods of time; 
• operate a computer and other school/office productivity machinery (i.e., iPad, copy machine, computer printer, assistive technology, etc.); 
• read material from a computer monitor as well as handwritten or printed matter with or without visual aids; 
• position oneself to maintain files and access school/classroom/office materials;
• communicate with others so that information received and given is understood and accurately communicated;
• communicate and collaborate effectively with students, parents, and other staff members in person, via video conference, on the telephone, and/or in writing;
• observe details at close range
• in the school setting, ensure the safety of students;
• multitask and meet multiple demands from several people;
• may need to teach and support students with life skills development such as eating, cleaning, and toileting 
• lifting up to and including 25 lbs
• the noise level in the work environment is moderate to loud.

• Formal application
• Rating of education and experience
• Oral interviews 
• Reference check
• Strong record of work performance in current and previous roles required
• Successful completion of Criminal Records Check (C.O.R.I.), Sexual Offender Record Check (S.O.R.I.), and fingerprints.

The Natick Public Schools do not discriminate on the basis of age, race, creed, color, religion, nationality, sex, sexual orientation, gender identity, disability, pregnancy and pregnancy-related conditions, physical and intellectual differences, immigration status, homeless status, or any other class protected by law.