SUMMARY: The Superintendent of Schools is currently looking for a confidential executive assistant who will be highly motivated and positive with a strong commitment to supporting the mission, vision and core values of the District. Skills that will contribute to the success of this person will include: positive interaction with people, customer oriented, use of technology, excellent organization skills, note-taking, and an ability to anticipate issues. Post-secondary education preferred. Spanish and/or Portuguese language skills preferred.
REPORTS TO: Superintendent of Schools.
EVALUATION: Superintendent of Schools
START DATE: ASAP
WORK YEAR: 12-month position: Benefit eligible
HOURS PER WEEK: 37.5 – 8:00-4:00
ANNUAL SALARY: $70,000-$76,000
ESSENTIAL DUTIES AND RESPONSIBILITIES
Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.
- Welcomes the public, both on the telephone and in person, in a warm and professional manner and directs inquiries to the appropriate member of the administrative team.
- Reads incoming mail and email, assembles and attaches appropriate data from files, and re-routes material not requiring the Superintendent’s attention. Creates, edits, and processes letters, annual reports, and other documents independently for the Superintendent of Schools. Composes replies to routine correspondence for Superintendent’s review and signature.
- Assists with the compilation of materials for the Superintendent’s Newsletters; designs, formats, produces, and distributes electronic and print versions of the Superintendent’s Newsletter. Updates the District’s website with pertinent information from the Superintendent’s office and the School Committee.
- Supports the Superintendent and the Cabinet with memorandums, researching statistical and other information for various state agency reports and Superintendent presentations, press releases, mailings, presentations, meeting handouts, live electronic documents, requests for proposals, and other similar tasks using Google and/or Microsoft Office.
- Provides overall administrative support to the Superintendent of Schools and the District’s Central Office Cabinet, including the Assistant Superintendent for Teaching, Learning, and Assessment; the Assistant Superintendent for Finance & Operations; the Director of Student Services; the Director of Equity, Inclusion and Belonging; and the Director of Human Resources.
- Maintains effective electronic and paper filing system that ensures timely retrieval of all relevant information related to policies and practices, laws and regulations, school system history, contracts, and report.
- Oversees the district’s school transfer process and home education plans by maintaining a database of out-of-district and homeschooled students, sending annual re-application reminder letters to parents; and based on School Committee guidelines, makes recommendations to the Superintendent for the approval of transfer requests and home education plans. Prepares approval/non-approval letters for Superintendent’s signature. Manages a process for ensuring that external and internal inquiries (school personnel, community members, other districts and state agencies) elicit accurate, timely, and appropriate responses.
- Maintains electronic calendars, coordinates meetings, schedules rooms, submits expenditure reimbursements, ordering and maintaining supplies, coordinating vendors for off-site meetings, filing, and completing other office tasks as directed. For major administration events or projects, coordinates the efforts of other administrative assistants and clerical personnel when necessary.
- Enters all Superintendent purchase requisitions and monitors Superintendent accounts using the School Department accounting software.
- Uses email component of district’s parent notification system as well as Smore Newsletters to communicate School and Town related information to WPS families.
- Assist with the school building projects and construction management, including processing CORIs for contractors and construction workers.
- Maintains the District’s Educator Evaluation System, TeachPoint, updating the software annually and assisting with educator accounts.
- Serves as a member of the District’s Critical Incident Team and the Superintendent’s Crisis Communications Team.
- Maintains a high level of personal integrity, confidentiality, and a strong work ethic.
- Maintains general levels of support for other office personnel in the assigned area when there are short-term absences or persons are away from their desks.
- Provides effective oral and written communication, and maintains relationships with members of the School Committee, school district personnel, other outside agencies, the public, and the news media; keeps the Superintendent of Schools apprised of potential problems and concerns; assists in preparing communication bulletins to the School Committee regarding organizational updates and activities.
- Communicates with the members of the School Committee in regards to meetings, warrants, and other relevant District matters; creates and posts meeting agendas in accordance with the Open Meeting Law (M.G.L. c. 30A, §§ 18-25); creates packets of supporting documents distributed before or at School Committee meetings; writes official minutes for School Committee meetings; updates the District’s Policy Manual when appropriate.
- Attendance at all full School Committee meetings, which generally occur once or twice a month.
- Other administrative tasks as required by Superintendent.
DESIRED MINIMUM QUALIFICATIONS:
Education and Experience:
- Associate’s degree required, bachelor’s degree preferred.
- Three or more years of secretarial/administrative experience required, experience in a school system administration office preferred.
Required Knowledge, Skills, and Abilities:
- Excellent interpersonal skills.
- Demonstrate initiative, tact, discretion, and sound judgment.
- Spanish/Portuguese language skills preferred.
- Possess strong written and oral communication skills and attention to detail.
- Work collegially and cooperatively with all constituencies within the school community.
- Ability to multitask; simultaneously handle large volumes of work and a variety of jobs associated with the running of a busy office in an efficient and accurate manner.
- Capacity to develop and maintain a high level of proficiency with specific applications in use: Google Suite, Microsoft Office Products (Word, Excel, and PowerPoint), Student Information System, and accounting software.
- Must be a self-starter and have the ability to work with minimal supervision and direction.
- Must be able to work cooperatively with others to achieve common district goals.
- Must have a general pleasant demeanor and a respectful attitude towards community members, parents/caregivers, and employees at all levels of the District.
Work with frequent interruptions, maintain emotional control under stress. Repetitive hand motions; prolonged use of computer. Occasional prolonged and irregular hours.
Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to respond to questions from groups including staff, parents, and the general public.
Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk, sit, and talk or hear. The employee is occasionally required to reach with hands and arms and stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 15 pounds and occasionally up to 30 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception.
The noise level in this environment is quiet to loud depending upon the activity in the particular part of the day and location.
The information contained in this job description is in compliance with the Americans with Disabilities Act (A.D.A.) 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.