Executive Assistant to School Superintendent

Provides executive-level administrative support of a confidential, complex, and highlyresponsible nature to the Superintendent of Schools and the School Committee. Serves as theprimary point of contact for staff, students, families, and members of the public whocommunicate with or visit the Superintendents office. Sets a tone of professionalism, service,and respectfulness for the central office. Manages the day-to-day operations of theSuperintendents office, coordinates human resource functions, oversees personnel records andcompliance, prepares School Committee materials, and exercises sound judgment and initiativein improving administrative practices.

Demonstrates excellent written and oral communication,organizational, and problem-solving skills and maintains strict confidentiality at all times.Office and Administrative Management Performs administrative duties for the Superintendent and School Committee, relievingthe Superintendent of routine administrative detail. Manages the day-to-day operations of the Superintendents office, including scheduling,correspondence, filing, and office supply management. Receives, screens, and routes telephone calls, emails, visitors, and writtencorrespondence; records messages and takes appropriate follow-up action. Maintains the Superintendents calendar; schedules appointments, meetings, andactivities; and makes arrangements for conferences, travel, and interviews.

Transcribes and prepares confidential letters, reports, memoranda, and records fromhandwritten notes, dictation, or direct instruction. Composes replies to correspondence as directed and drafts routine letters, memoranda,and reports independently. Proofreads all materials for correctness of spelling, grammar, content, and format priorto distribution. Maintains a regular filing system and a separate set of locked confidential files;processes and routes incoming correspondence.

Compiles and coordinates confidential data for action by the Superintendent. Collects and compiles information on miscellaneous projects for the Superintendent andSchool Committee. Performs special assignments, studies, and other related duties as assigned. Assists in collecting and disseminating data required for local, state, and federal reports.

Cooperates with all district personnel in gathering information and preparing requiredreports. Serves as Records Access Officer (RAO) and organizes and responds to FOIArequests. Authorizing agent for the issuing of all Employment Permits under the Commonwealthof Massachusetts, Division of Occupational Safety. Assist the district and the Superintendent with promoting school events/awards bysubmitting articles to local media.

Is a District Administrator for the DESE security portal and provides updates and securityaccess for authorized administrators and staff. Perform any other related duties as assigned by the Superintendent or designee.School Committee Support Assists the Superintendent in the preparation of all materials for School Committeemeetings, including agendas, Superintendents notes, exhibits, and supportingdocuments. Ensures that all School Committee materials are distributed to members in advance ofmeetings and in accordance with open meeting law requirements. Posts School Committee meeting notices in compliance with Massachusetts OpenMeeting Law; makes all logistical arrangements for meetings.

Maintains historical records of all School Committee meetings, including minutes, votes,and official documents. Composes documents as the School Committee deems necessary and coordinatesfollow-up actions.Human Resources and Staffing Works with HR to assure that all job postings have been posted for all open positions(new, replacement, stipend, and grant-funded), including internal postings, Schoolspring,and other source(s) when appropriate in order to review and track this information for theSuperintendent. Receives and reviews Recommendation for Hire forms and all supportingdocumentation, including licensure and resumes; and ensures completeness ofinformation; forwards for required signatures. Creates appointment letters for all paid employees.

Communicates onboarding information to new hires, including CORI and fingerprintprocedures, payroll/benefits enrollment, the applicable collective bargaining agreement,and the staff procedure guide. Coordinates with the Technology Department to establish email access and technologyaccounts for new staff. Sets up new employee introduction appointments with the Superintendent. Enters and maintains new employee records in Powerschool, Smartfind, and the districtwebsite; removes employee records upon separation.

Scans all appointment and personnel-related documents into the districts documentmanagement system (Docuware); forwards appropriate documents to Payroll, TownHall, the applicable Department Head, and the union (UTA) as required.Personnel Records and Compliance Maintains and manages all CORI, fingerprint, and SORI records for staff, volunteers, andother required individuals; serves as the District CORI and Fingerprinting Administrator,maintaining all required security certifications. Monitors professional teaching status, submits waiver requests and certification data tothe Department of Elementary and Secondary Education (DESE) as required. Prepares additional day notices for staff required to work beyond their contractedcalendar. Prepares and manages annual appointment letters for all non-union and contractualstaff, using salary and step information provided by the Payroll/HR Specialist.

Issues the annual summer hours memorandum to Unit C and Central Office supportstaff. Prepares annual non-renewal letters for staff without professional teaching status andother required non-renewal notifications. Maintains current employee information in Powerschool, including changes of address,name, building assignment, and other personnel data. Prepares and issues Professional Teaching Status letters upon attainment of PTS byeligible staff.

Prepares and distributes opening day communications for all district staff. Processes staff accident reports in coordination with the Town Hall/insurer. Coordinates Sick Bank Committee meetings and communicates committee decisions toaffected staff. Completes employee verification requests and maintains induction and mentoringrecords.

Works with HR to assure that the job description book is maintained and is updated.