Title of Position: Administrative Office Support, Office of Student ServicesDistrict Education Center (DEC)Salary: In accordance with Marlborough School Administrative Office Support AssociationAdministrative Office Support Salary ScaleWork Year: 12 months (8:00am to 4:30pm inclusive of a 30-minute unpaid lunch, Monday-Friday). Hours may occasionally need to flex earlier to cover front desk duties.Organizational Relationship or Line of Authority: Assistant Superintendent of Student Services and Equity and Superintendent Job Summary:This position performs administrative office support work related to the financial functions of the Office of Student Services, general office assistance functions and related work as required. Works cooperatively with district and school personnel. This role is a critical part of district presentation and culture and provides front desk office support when necessary.Statement of Duties:
- Create and maintain accounts payable material and purchase order records.
- Check all requisitions for completeness.
- Complete and submit accurate circuit breaker claims by due date.
- Process 1:1 requests with Operations Services Division (OSD)
- Responsible for running bi-monthly report - Munis condition of Student Services accounts.
- Maintain vendor code list and code all purchase orders.
- Maintain Student Services budget account codes.
- Responsible for creating and maintaining an accurate and up to date document of special education tuition expenses.
- Communicate with out of district special education programs and other vendors to resolve accounts payable issues.
- Process timesheets with accurate account numbers.
- Assist with processing staff requests for mileage reimbursement
- Book conferences for staff members
- Complete and submit quarterly Medicaid expense reports by due dates.
- When necessary, greet persons entering the District Education Center, provide customer service and assist with general front desk inquiries, determine nature and purpose of visit, and direct to specific destinations.
- Answer telephone and respond to parent, staff, vendor and public requests for district business.
- Support the billing process for Out of District (OOD), McKinney-Vento and Foster transportation
- Manage electronic correspondence
- Update reports
- Assist with tracking budgeting
- Accurately maintain numerous spreadsheets
- Process paperwork accurately & efficiently
- Answer communications and correspondences
- Filing
- Distribute mail
- Order supplies and materials
- Maintain accurate files and records
- Perform other duties as assigned by the Assistant Superintendent of Student Service & Equity and Superintendent.
Qualifications:
- High School Diploma
- Minimum 2 years' office experience
- Demonstrated knowledge, experience and competence with office technology and equipment, specifically database, spreadsheet and word processing.
- Experience with managing finances highly preferred and ability to work closely with the finance department to process student services department needs.
- Knowledge of Aspen, as it relates to student information is a plus.
- Must be able to work well with the public, staff and students with a variety of backgrounds.
- Ability to decipher an IEP for office support work purposes
- Ability to maintain confidentiality.
- Good customer service skills in dealing with the public and staff effectively. Must be able perform work quickly, efficiently and accurately.
- Good abilities with office practices, procedures and office equipment. Good basic skills in oral and written communication.
- Must be a strong team player, able to collaborate well with others.
- Bilingual (Spanish or Portuguese) highly preferred
- Such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable
An Equal Opportunity EmployerIt is the policy of the Marlborough Public Schools not to discriminate on the basis of race, gender, religion, national origin, color, homelessness, sexual orientation, gender identity, age or disability in its education programs, services, activities, or employment practices.