EXECUTIVE ASSISTANT TO THE SUPERINTENDENT (#31)

Office of the Superintendent ( learn more )

Ashland Public Schools

Ashland, Massachusetts ( map )

Job Details

  • Job ID: 3807977
  • Application Deadline: Posted until Filled
  • Posted : March 15, 2022
  • Starting Date: Immediately

Job Description

The Ashland School Committee announces the following opening in our school system for the 2022-2023 school year:

 

Position: Executive Assistant to the Superintendent  

 

Reports To: Superintendent

 

Nature and Scope:

 

The Executive Assistant to the Superintendent is responsible for managing and coordinating the day-to-day administrative work performed in the Office of the Superintendent of Schools.  Working with minimal supervision, the Executive Assistant will perform duties of a varied and responsible nature, requiring accuracy, good judgment, extreme confidentiality, and the ability to work well with people under pressure.  The Executive Assistant will also serve as the Recording Secretary for the Ashland Public Schools.

PERFORMANCE RESPONSIBILITIES

  • Assist the Superintendent with administrative matters; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators;
  • Serve as liaison between the Superintendent and various stakeholders (School Committee members, administrators, faculty, staff, parents, community members, media, local and state government officials, etc.);
  • Greet visitors and direct to other departments when appropriate; develop a welcoming atmosphere for the public by providing a proper decorum and environment for the Superintendent’s Office and adjoining areas;
  • Respond to all telephone inquiries regarding the school system and/or specific problems or complaints;
  • Conduct initial screening on the phone or in person with students, teachers and parents; answer questions, refer to appropriate staff member and/or schedule appointment with the Superintendent; receive and resolve complaints as appropriate or refer matters to proper personnel;
  • Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others;
  • Maintain supplies and materials for the Superintendent’s Office;
  • Schedule a variety of activities (appointments, meetings, interviews, etc.) for the purpose of coordinating the Superintendent’s calendar;
  • Attend all School Committee meetings and provide accurate records of proceedings, including taking and publishing minutes. Ensure all materials are available and accessible for the meeting;
  • Generate School Committee meeting agendas, prepare and distribute School Committee packets to School Committee members prior to meetings;
  • Coordinate all aspects of events, retreats, and large group meetings (e.g. staff recognition event, administrator and School Committee retreats);
  • Maintain permanent files of School Committee minutes and makes them available to the public in keeping with School Committee rules;
  • Organize and provide set-up and materials for a variety of administrative meetings and workshops;
  • Maintain accurate student enrollment numbers and provide monthly/weekly reports;
  • Electronically prepare and submit Massachusetts Department of Education reports;
  • Develop annual school calendar;
  • Collect and prepare background data for collective bargaining;
  • Compile statistical and other data to complete various local, state and federal reports;
  • Revise district-wide documents;
  • Attend off-site meetings, as required;
  • Serve as District Administrator for the Department of Education’s Security Portal
  • Coordinate with District Data Specialist to ensure submission of required reports to the Department of Education
  • Other duties and ad hoc projects, as assigned.

KNOWLEDGE, ABILITY, AND SKILLS

  • Displays a high degree of professionalism at all times and models tact and sensitivity to assure that telephone callers and office visitors are handled in accordance with best customer service practices;
  • Ability to prepare complex correspondence and reports;
  • Ability to communicate effectively both verbally and in writing, with administrators, faculty members, parents, the general public, School Committee members, and town officials;
  • Ability to interpret, explain, and apply complex information such as regulations, policies or services;
  • Ability to exercise mature judgment and a high degree of tact and diplomacy;
  • Ability to work with highly confidential and legally sensitive employee and organizational material with utmost discretion;
  • Ability to work independently and direct his/her own work as well as work cooperatively with others to analyze complex issues;
  • Ability to prioritize multiple tasks and perform detailed work accurately and efficiently, within strict deadlines, in an environment with interruptions;
  • Proficiency in working with Microsoft applications (e.g. Word, Excel,

PowerPoint) and Google Documents;

  • Experience working with electronic calendars and email;
  • Ability to gain, in a short period of time, extensive knowledge of the schools’ programs and objectives, policies and procedures.
  • Ability to speak multiple languages is preferred, specifically Portuguese or Spanish

JOB ENVIRONMENT/PHYSICAL REQUIREMENTS:

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.

Normal office environment, not subject to extremes in temperature, noise, odors, etc. Must be able work with frequent interruptions; may spend extended periods at the computer terminal, on the telephone or operating other office machines requiring eye-hand coordination and finger dexterity; regular lifting and carrying of files, documents, records, etc.  Must be able to lift up to 25 pounds.

TERMS OF EMPLOYMENT

  • Full-time twelve month (12) work year. Forty (40) hours per week and attendance at all School Committee meetings;
  • Salary negotiable and standard benefits provided;
  • Annual performance and salary review by the Superintendent

QUALIFICATIONS

  • Bachelor’s Degree and five years job experience as an Administrative

Assistant/Executive Secretary or in related field

  • Demonstrated technological skills in: database, spreadsheets, word processing and multimedia presentations
  • Effective oral and written communication skills
  • Professional demeanor, excellent social, organizational and phone skills
  • Such alternatives to the above qualifications as the system may find appropriate and acceptable.
  • Position Type: Full-time
  • Positions Available: 1
  • Job Category : Support Staff > Administrative Assistant
  • Equal Opportunity Employer

    Ashland Public Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

    Job Requirements

    • No experience required

    Contact Information

    • Christopher Mathieu , Director of Finance and Operations
    • 87 West Union St
    • Ashland, Massachusetts 01721

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