Administrative Secretary for Student Services - Hanscom School

Administrative Secretary for Student Services - Hanscom School

Anticipated Start Date: July 1, 2025

Applicants selected will be subject to security background investigation and must meet and maintain eligibility and suitability requirements.

People of color are strongly encouraged to apply.
Learn more about the Lincoln Public Schools at https://www.lincnet.org/employment

Primary Purpose

Under the general direction of an administrator, provides administrative, secretarial, and public relations support, fields inquiries, resolves routine procedural issues, handles correspondence and accounting responsibilities, and contributes to the smooth operation of the school and the social well-being of the Lincoln Public School community. The Lincoln Public Schools serves students PreK through Grade 8.

Contractual Relationship

Supervising Administrator: Coordinators and Principals

Responsibilities

• Provide administrative, secretarial and clerical support to an administrator and school/department.
• Work with multiple databases, computer systems, and software to complete duties and responsibilities timely.
• Distribute and track payroll time sheets for non-salaried faculty and Collect completed timesheets weekly or bi-weekly to meet payroll processing schedule. Verify and process completed timesheets, seek appropriate authorization, and transmit payroll documents to the Business Office department.
• May assist with purchase orders as needed, confirm receipt of materials and services, oversee distribution of supplies and materials;
• Assist with coordination of yearly supply “bid list” items;
• Maintain all student cumulative files (registration, withdrawals, attendance, ) and transfer as required.
• Prepare reports as needed based on student records and databases.
• Generate report cards or progress reports and distribute them to staff and student files.
• Maintain files on free and reduced lunch applications.
• Prepare announcements and publications for parents, staff, students and Coordinate Lincoln Public School activities with the local community (including public safety organizations) and provide public relations support.
• Resolve routine issues and answer routine questions within scope of authority.
• Manage electronic and hard copy student special education records.
• Communicate with special education parents as needed and directed.
• Support Administrators with creating systems, creating and running reports, for tracking data (e.g. service delivery, evaluation processes and timelines, other reports requested by supervisor).
• Support transition of student special education records in and out of the district as needed.
• Support Administrators with organization of meetings/schedules (e.g. annual reviews, evaluation meetings, other meetings as requested by supervisor).
• Send all legal notices for the special education processes (e.g. proposals to act, meeting invitations, IEP documents, progress notes).
• Support the legal timelines for special education as related to the IEP, Progress reports, and evaluation.
• Create systems and reports for data collection and analysis for the administrator.
• Provide daily lunch coverage for school secretaries.
• Provide emergency desk coverage for school secretaries, while continuing to complete student services duties.
• Outreach to out of district schools regarding coordinating visits, meetings and all IEP documentation and processes required.
• Complete transportation forms to send to Central Office.
• Outreach to private school parent placements.
• Outreach to home school parents to coordinate and support required paperwork and scheduling.
• Support initial training and ongoing questions in eSPED for student services faculty.
• Support creation of presentations and slide decks for professional development and communication.
• Coordinate with other secretaries and administrative assistants to support accurate data collection and in school wide systems.
• Perform other related duties as assigned.

Qualifications

• High school graduate, some college preferred.
• cellent computer skills, including proficiency with Microsoft Office, Google Suite, and other database & accounting MUNIS or similar financial application experience preferred.
• Strong organizational skills, including but not limited to establishing and maintaining electronic and paper filing management systems.
• Experience in school, municipal, non-profit settings, or relevant office management experience.
• Ability to interact effectively with staff, parents, and the public using a variety of customer service skills.
• Ability to lift 25 pounds.
• Understands and uses sound judgment and discretion with confidential matters of the department/building.
• Demonstrates strong quantitative, interpersonal, and written and oral communication skills.
• Ability to establish and maintain efficiency and organized electronic or paper document management and filing systems.
• Ability to work in a fast-paced environment, manage multiple tasks at once and handle frequent interruptions.
• Demonstrate self-initiative and ability to work both independently and collaboratively.
• Ability to reflect on individual efficacy, receive feedback, and have a growth mindset for continual learning and improvement.

Performance Review

Supervising Administrator

Lincoln, Massachusetts

Lincoln is a residential suburb located 12 miles northwest of Boston. The community is rich in history with a strong tradition of citizen participation. The school district serves students in grades pre-kindergarten through eight. In addition to the K-8 Lincoln School, the district operates the Primary School and Middle School at Hanscom Air Force Base as well as an integrated Preschool. Lincoln has a long tradition of educational excellence and strives to offer innovative, student-centered instruction in an inclusive setting with small class sizes. As a founding member of the METCO Program, Lincoln has maintained its commitment to diversity and multi-cultural education.

Lincoln Public Schools Vision

The Lincoln Public Schools strive to cultivate all students and staff to be collaborative leaders who are critical thinkers, equity-oriented, and growth-minded.

The School Committee subscribes to the fullest extent to the principle of the dignity of all people and of their labors and will take action to ensure that any individual within the District who is responsible for hiring and/or personnel supervision understands that applicants are employed, assigned, and promoted without regard to their age, color, active military/veteran status, disability, national origin, ancestry, race, religion, sex, gender identity, sexual orientation, pregnancy or pregnancy-related conditions, or housing status. Every available opportunity will be taken in order to assure that each applicant for a position is selected on the basis of qualifications, merit and ability.