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. The Executive Assistant will perform duties of a varied and responsible nature, requiring accuracy, good judgment, confidentiality, and the ability to work well with colleagues and constituents.

ESSENTIAL FUNCTIONS/RESPONSIBILITIES

* Serve as liaison between the Superintendent and various stakeholders (School Committee members, administrators, faculty, staff, families, community members, media, local and state government officials, etc.); * Assist the Superintendent and Assistant Superintendent with administrative matters; provide information in accordance with established procedures and policies; refer problems requiring technical answers to appropriate administrators; * Conduct initial screening on the phone or in person with students, teachers and families; answer inquiries, refer to appropriate staff member and/or schedule appointment with the Superintendent; receive and resolve complaints as appropriate or refer matters to proper personnel; * Schedule a variety of activities (appointments, meetings, interviews, etc.) for the purpose of coordinating the Superintendent's calendar; * Compose effective correspondence independently; reference policies, rules and regulations in preparing correspondence; review and edit material prepared by others; * Greet visitors and direct to other departments when appropriate; develop a welcoming atmosphere for the public and all members of our school community; * Prepare and post School Committee meeting notices; * Generate School Committee meeting agendas, prepare and distribute School Committee packets to School Committee members prior to meetings; * Maintain permanent files of School Committee minutes and makes them available to the public in keeping with School Committee rules; * Serve as the recording secretary for the School Committee; * 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; * Serve as the district Registrar, working with internal and external stakeholders. * Responsible for managing student registration, maintaining accurate student records, and ensuring compliance with state and district policies regarding enrollment, transfers, and withdrawals; * Verify residency documentation for current students; * Work in tandem with SIS Data Analyst to accurately process student data including, but not limited to, DESE and federal reporting requirements; * Work with the Assistant Superintendent to manage and file homeschool applications and approvals; * Compile statistical and other data to complete various local, state and federal reports; * Maintain Superintendent and School Committee pages of the district website; * Prepare and disseminate various district communications, including digital communications; * Develop annual school calendar; * Collect and prepare background data for collective bargaining; * Revise district-wide documents; * Attend off-site meetings, as required; * Maintain supplies and materials for the Superintendent's Office; * Manage the District's social media * Other duties and ad hoc projects, as assigned.

REQUIRED QUALIFICATIONS

* Bachelor's degree required; * At least five years of full-time or equivalent part-time experience in office administration;

KNOWLEDGE, ABILITY, AND SKILLS

Ability to:

* anticipate needs and plan ahead; * prepare complex correspondence and reports; * communicate effectively both verbally and in writing, with administrators, faculty members,

families, the general public, School Committee members, and town officials;

* interpret, explain, and apply complex information such as regulations, policies or services; * exercise mature judgment and a high degree of tact and diplomacy; * work with highly confidential and legally sensitive employee and organizational material with utmost discretion; * work independently and direct their own work as well as work cooperatively with others * prioritize multiple tasks and perform detailed work accurately and efficiently, within strict deadlines, in an environment with interruptions; * gain, in a short period of time, extensive knowledge of the schools' programs and objectives, policies and procedures.

Skilled in the use of:

* Google Workspace and with Microsoft applications (e.g. Word, Excel, PowerPoint); * working with electronic calendars and email;

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.