Executive Administrative Assistant to the Superintendent

EXECUTIVE ASSISTANT TO THE SUPERINTENDENT POSITION DESCRIPTION POSITION: Executive Assistant to Superintendent of Schools REPORTS TO: Superintendent of Schools POSITION DESCRIPTION: The assistant to the superintendent act as a liaison for the superintendent with all stakeholders and provides support with scheduling, emails, and phone calls. The assistant supports the 5 districts’ school committees, including taking minutes for the high school’s meetings. The assistant helps manage the districts’ human resources work, as it relates to hiring, licensure, and confidential matters. The assistant also serves as the point of contact to visitors to central office. FUNCTIONS: Executive Assistant to Superintendent of Schools Acts as liaison for superintendent with administrators, staff, parents, and community Schedules appointments Prepares correspondence including responding to and initiating supt. emails Manages superintendent accounts and works closely with business office in ensuring accounts are within budget Manages incoming and outgoing mail Ensures all office machines are in operating order Retrieves, responds to and/or redirects telephone calls, email, and voice mail messages as appropriate. Makes calls and emails using the emergency calling system and helps manage district communications in emergency response situations. Human Resources Hiring Process posts and advertises for all open positions receives and processes applications monitors hiring processes and practices Meets with new employees and supervises the preparation of human resources forms Ensures that all new employees do online state ethics training Maintains and updates personnel data for employees when changes occur Processes CORI Information Processes CHRI (Fingerprinting) Information Maintains personnel files on all active and inactive staff Maintains staffing charts for all schools and central office Processes and distributes employment agreements for all personnel Composes leave of absence letters in accordance with FMLA Liaison to business office for staff changes (appointments, resignations, etc) District Data Management, Collection and Reporting Processes requests for School Choice Compiles and submits School Choice Reimbursement Report Posts information on district website as needed Maintains DESE Security Portal (District Administrator) Able to use group’s emergency communication system Provides updated student enrollment as necessary School Committee Recording Secretary Prepares agendas and materials for all group school committees Transcribes notes of other superintendent meetings Acts as liaison for school committee with principals, central office administrators, staff, and community members with school committee concerns Makes arrangements for school committee meetings (Zoom links, presenters, location setup, media, etc.) Posts all meetings Arranges conferences for members as needed Maintains historical records of school committee meetings Facilitates nomination papers, ballots and warrant for school committee elections Maintains the district policy manual in paper and electronically through MASC. Manages school committee accounts and works closely with business office in ensuring account is within budget QUALIFICATIONS: Minimum Associates Degree in business management or equivalent work and educational experience Minimum 5 years of administrative assistant experience Proficient in Google Workspace Proficient in the operation of office equipment Strong oral and written communication skills Excellent interpersonal skills