About this role
Job Summary The Student Support Services (SSS) Administrative Assistant works under direct supervision of the SSS Director and serves as the central operational hub for the district's Student Support Services (Special Education) department. This position requires an individual who possesses strong organizational and technical skills (Google Workspace), meticulous attention to detail, and a compassionate, professional approach to supporting students, families and staff. This is a part-time (.4), year-round position with flexible scheduling around district and student needs and priorities. The purpose of this role is to provide critical administrative support to ensure full compliance with federal (FERPA, IDEA) and Rhode Island Department of Education (RIDE) regulations. Key responsibilities include maintaining confidential student files (IEPs, 504 plans, evaluations), managing state data platforms (e.g. PowerSchool), and processing Medicaid reimbursement documentation. The SSS Administrative Assistant acts as a key communicator—coordinating complex IEP meeting schedules across multidisciplinary teams, issuing timely parental notices, and handling inquiries from families, staff, and external agencies. Additional responsibilities include supporting department finance by managing purchase orders, tracking supplies, and assisting with IDEA grant documentation. Essential Job Functions Compliance & Confidential Record Management FERPA & IDEA Compliance: Maintain strict confidentiality of student records in compliance with federal laws (FERPA, IDEA) and Rhode Island Department of Education (RIDE) regulations. Student File Maintenance: Create, update, archive, and transfer confidential Special Education files, including Individualized Education Programs (IEPs), 504 plans, psychological evaluations, and medical reports. Platform Management & State Reporting RIDE & District Software Systems: Daily usage of state and district student information systems. Annual roll-over of special education platforms. State Data & Medicaid Logging: Enter census data, process paperwork for Medicaid reimbursement, and compile data reports submitted to RIDE to track special education compliance and funding. IEP and SELAC Meeting Coordination & Timelines Scheduling & Notifications: Coordinate schedules among multi-disciplinary teams—special education teachers, case managers, school psychologists, occupational/physical therapists, speech-language pathologists, and administrators. Parental Notices: Draft and send mandatory meeting invitations, Prior Written Notices, and procedural safeguards to parents/guardians within strict state-mandated timelines. OMA Compliance: Ensure that SELAC meetings are taking place per district polity and in compliance with the RI Open Meetings Act. Communication & Liaison Responsibilities Department Contact Hub: Serve as the primary point of contact for parent inquiries, staff communications, and outside agencies (e.g. service vendors, advocate groups). Administrative Support: Handle incoming calls, route messages, manage calendars, and draft correspondence for the Director of SSS. Perform other duties as assigned by the Director. Budget, Grants, & Purchasing Support Requisitions & Supplies: Process purchase orders (POs), order specialized instructional materials, and track supplies for the SSS department. Grant & Budget Tracking: Assist with documentation and log maintenance for IDEA federal grant funds and local special education budgets. Audit Support: Provide information to the Business Manager as requested to support audits. Ensure compliance with School Committee Policies and RIGL.
Knowledge of administrative and office procedures and systems such as word processing, managing files and records, designing forms, scheduling and calendar functions, and workplace terminology is required. Proficiency with Google Workspace is required. Prior experience with Special Education processes and systems, census, and Medicaid reimbursement preferred.