Administrative Assistant- Student Services

Weymouth Public Schools Special Education Department (Student Services) - Weymouth, Massachusetts Open in Google Maps

Starting Date: Oct 13, 2026

Weymouth Public Schools is a dynamic and inclusive learning community educating over 5,600 students in 11 school buildings, including Weymouth Early Childhood Center, eight elementary schools (grades K-5), Chapman Middle School (grades 6-8), and Weymouth High School (Grades 9-12).

At each of our schools, we are committed to fostering curiosity, celebrating diversity, and nurturing a lifelong passion for learning. Our highly qualified educators and staff members work to provide personalized attention and support to ensure that every student thrives.

Our vision is centered on a school community where every student and adult feels valued, connected, and empowered to reach their full potential.

Responsible to:

Executive Director of Student Services

Qualifications:

• High School Diploma;
• Associate Degree or higher, preferred
• Minimum five years’ experience as a secretary, preferred
• Strong clerical skills including note taking, typing, and ability to transcribe with accuracy
• Knowledge of software and databases such as Microsoft Office, Google Suite, Aspen, etc.

Desirable

Qualifications:

Excellent verbal and written communication skills. Demonstrated ability to succeed in complex and changing environments. Proven ability to communicate effectively and work collaboratively with people of diverse backgrounds including administrators, teachers, staff, parents, guardians, students and community members. Outstanding communicator with a high level of speaking and writing skills with the ability to convey messaging to diverse audiences.

General Duties :

Working with a minimum of supervision, the Student Services Administrative Assistant performs duties of varied and responsible nature, requiring accuracy, good judgment, confidentiality, and the ability to work well with people under pressure and will coordinate, carry out and support activities essential to the efficiency, effectiveness and responsiveness of the department.

Specific Duties
:

Medicaid

• Provide all necessary Special Education Documentation for Medicaid Reimbursement in collaboration with New England Medical Billing (NEMB);
• Using data systems such as aspen and Simple Note to monitor service delivery. Consult with service providers as needed to maintain accurate records of services delivered to students;
• Support staff in medicaid submissions, such as notifying service providers of any students who are Medicaid eligible and uploading service authorization forms as needed;
• Track and manage spreadsheets and data systems for parent consents for students who are Medicaid eligible. Manage outreach to parents and provide all consents to NEMB
• Monitor Random Moment Time Study and update participant list quarterly;
• Collaborate with the Finance Department on any needed documentation for NEMB.
• Other duties as assigned by the Executive Director of Student Services or designee.

Evaluation Team Secretary

• Create meeting folders, schedule meetings, and provide all necessary documents to OOD schools and parents.
• Monitor annual review/re-evaluation list.
• Maintain student records, including uploading IEPs, Progress Reports and Evaluations and processing signed IEPs, and information needed in aspen; including attendance, calendars, and contact information.
• Assist with record requests as needed.
• Maintain Change of Status forms.

Working Conditions:

Work is primarily sedentary and is performed in an office setting. Work requires direct contact with staff, students and families, and community members. Prolonged periods of sitting at a desk and working on a computer. May be required to lift up…