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Executive Assistant
2 months ago
FRAMINGHAM PUBLIC SCHOOLS DEPARTMENT OF MULTILINGUAL EDUCATION TITLE: Executive Assistant 2024-2025 School Year POSITION SUMMARY: The Executive Assistant will offer essential administrative support to the Department of Multilingual Education. This key individual plays a crucial role in promoting the efficient functioning of the department and enhancing the multilingual education programs. Responsibilities include assisting with daily operations, planning, and organization, as well as maintaining effective systems and processes. The assistant will also engage with district, community, and City personnel, fostering collaboration to ensure the smooth and high-quality operation of the Department. CERTIFICATES, LICENSES, REGISTRATIONS: An Associate’s Degree from an accredited college or university is preferred. TRAINING AND EXPERIENCE: A minimum of five years of experience in a public school setting is preferred. SKILLS AND ABILITY: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Proficiency in computer skills and familiarity with relevant applications, including Microsoft Office, Student Information System, Time and Attendance, Accounts Payable, and Google, are essential. Candidates should demonstrate strong supervisory abilities and possess relevant experience. They must be adept at establishing and maintaining organized office systems and procedures, exhibit effective interpersonal skills, and communicate clearly both verbally and in writing. Maintaining confidentiality is crucial, as is the ability to take notes and transcribe information accurately. Candidates should be capable of working independently, taking initiative to recommend and pursue relevant projects, and conducting research to produce comprehensive reports. Adaptability is important, as the ability to embrace changes in procedures and job duties—whether due to process improvements, changes in legislation, or the implementation of new systems to enhance departmental efficiency—is necessary. ESSENTIAL DUTIES AND RESPONSIBILITIES: Oversee all communication channels as the primary point of contact for inquiries and messages to ensure timely and effective responses. Manage calls, messages, emails, and daily requests efficiently and professionally. Provide calendar support to the Director for organized schedules and effective appointment management. Assist in obtaining permits and gathering necessary documentation promptly when required. Attend meetings as requested by the Director, taking detailed notes for accurate record-keeping. Prepare and distribute agendas and minutes for all meetings, including research and supporting material. Track and complete follow-up assignments from meetings attended by the Director. Support office operations by preparing handouts, memos, and materials for staff and students and assisting with school events such as student registrations and testing. Provide necessary reports and generate correspondence on behalf of the Director. Oversee the preparation of all professional development activities and tasks. Support the department in monitoring EL/FEL/OPT-OUT student progress and communicating district-wide and with families. Support the Department in budget and grant oversight, working with vendors for quotes. Support the department in preparing and overseeing the operational budget and Title III grants. Prepare budget reports, billheads, and purchase orders as required. Create charts, graphs, and supporting materials for presentations. Process weekly and biweekly payroll. Perform any additional reasonable duties assigned by the Director. PHYSICAL WORKING CONDITIONS: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Employees work in an office with moderate noise levels (such as computers and printers) and controlled temperature conditions. The position requires frequent sitting, standing, walking, and to reach with hands and arms occasionally. Ability to talk and to hear continuously. Ability to lift up to 20 pounds periodically. Finger dexterity is required continuously for the normal work shift, such as for typing, filing, dialing the phone, etc. Some travel between schools may be necessary, so the ability to operate a motor vehicle and maintain a valid Driver’s license is required; the employee shall be compensated per the contract with a travel allowance as the applicable rate per the Framingham Teachers Association Secretaries (Unit S) Contract. REPORTS TO: Director of Multilingual Education. SUPERVISORY RESPONSIBILITIES: None. FAIR LABOR STANDARDS ACT (FLSA) CLASSIFICATION: This position is classified as Non-Exempt. EVALUATION: Performance shall be evaluated by the Director. TERMS OF EMPLOYMENT: Covered under the Framingham Teachers Association (Unit S) Contract. Framingham Public Schools provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. The Framingham Public Schools prohibit sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. #J-18808-Ljbffr
