WILMINGTON, MA — Wilmington Public Schools began advertising for a new Executive Assistant to the Superintendent last week. The posting can be found HERE. Key highlights of the posting is below:
Position: Executive Assistant To The Superintendent
Application Deadline: Posted Until Filled
Starting Date: August 1, 2016
SUMMARY: The role of the Executive Assistant to the Superintendent is to provide high level, complex and confidential administrative support to the Superintendent; communicating information on behalf of the Superintendent to school and district staff, other districts, public agencies, etc.; ensuring compliance of department / program activities with financial, legal, and administrative policies, procedures, and guidelines; acting as liaison between the Superintendent and other parties, providing information, addressing issues and/or providing general support; and generally relieving the Superintendent of administrative and technical detail.
The person in this position is highly visible and assists in establishing the proper atmosphere for the district’s chief administrator. This position requires discretion, initiative, and sound judgement as well as quality technical knowledge, the ability to provide a wide variety of executive secretarial duties, and skills to coordinate a high volume of administrative detail. Consistent ethical behavior and the ability to maintain strict confidentiality are essential.
ESSENTIAL DUTIES AND RESPONSIBILITIES (Other duties may be assigned.):
- Assist in general administrative operations for the purpose of providing assistance with administrative functions and supporting the Superintendent in the day to day operations of the school system
- Schedules and coordinates the Superintendent’s calendar and appointments
- Provide Superintendent with agendas, directions, and other materials necessary for participation in various conferences, roundtables, workshops, or meetings
- Keeps Superintendent informed and apprised of all potential problems and concerns
- Prepares School Committee and other committee agendas and meeting materials, coordinates timely receipt of agenda items, posts meeting notices, distributes meeting agendas and packets, schedules facilities and audio-visual equipment, and records and prepares minutes and follow-up actions as necessary
- Maintains database of School Committee agenda items and actions; maintains official files of Committee minutes, agendas and policies; maintains permanent, historical records of the Committee
- Maintains the School Committee Policy Manual ensuring the manual contains all up to date policies
- Attends professional meetings (e.g. board meetings, cabinet meetings, etc.), as needed, for the purpose of remaining knowledgeable with current regulations and practices
- Compiles data from a variety of sources for the purpose of complying with financial, legal, and/or administrative requirements
- Interprets and explains School Committee policies, programs, and regulations
- Maintains relationships with members of the School Committee, administrators, office staff, school personnel, municipal personal, outside agencies, the public, and the news media
- Reads and routes incoming mail
- Distributes and delegates communication, tasks, and requests of the Superintendent to appropriate staff for the purpose of assisting the Superintendent
- Prepares, edits, and distributes emails, letters, annual reports, newsletters, budget documents, and any related publications for the Superintendent
- Monitors designated budgets and expenditures, reviews for accuracy, and makes adjustments and revisions as directed; prepares purchase orders and supply requisitions; monitors receipt of materials and invoices, processes mileage claims and expense reimbursements
- Coordinates and schedules a variety of activities (e.g. meetings, travel arrangements, professional development, public events, etc.) to ensure effective and efficient use of staff, resources, and facilities and that staff, presenter, or event needs are appropriately addressed.
- Coordinates the operations of Central Office for the purpose of addressing concerns and overseeing / ensuring that building security and maintenance repairs are reported and completed in a timely manner
- Responds to inquiries from a variety of internal and external parties and evaluates situations for the purpose of taking appropriate action, providing information, facilitating communication among parties, and/or directing to appropriate personnel for resolution
- Maintains documents, files, and records for the purpose of providing up-to-date reference and audit trail for compliance
- Tracks and monitors reporting and other submissions required by the Department of Elementary and Secondary Education; assists in preparing state and federal reports in a timely fashion including School Attending Children, Technology Reporting, Title I SES, EEOC, and other reports as needed
- Maintain confidentiality of privileged and sensitive information related to negotiations and district actions
- Receives assignment, residency, and transfer requests and handles other appeals to the Superintendent for the purpose of identifying needs and approving (if applicable) placement in requested school
- Maintains and distributes information on inclement weather communications
- Assists with annual Town Scholarship application review process
- Maintains portions of the district’s website, including drafting and posting of content as needed to appropriate locations
- Provides assistance with office technology and communication systems
- Performs special assignments and related duties as assigned
SUPERVISORY RESPONSIBILITIES:
Responsible for supervision of the Central Office receptionist and reception area operations for the purpose of ensuring prompt, courteous customer service is available to the public and all employees.
Position Type: Full-time
Positions Available: 1
Equal Opportunity Employer
Wilmington 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, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation or disability, as defined and required by state and federal laws.
Job Requirements
EDUCATION/EXPERIENCE:
- Minimum of a Bachelor’s Degree from an accredited college or university; degree in education, business administration, or public administration desirable
- Eight to ten years of executive secretarial experience supporting executive / CEO / CFO level position(s)
OTHER QUALIFICATIONS/REQUIREMENTS:
- General knowledge of principles and practices of training and providing direction to others; accounting and financial record keeping; rules governing purchase of materials, supplies and equipment; and public sector administration.
- Strong organizational skills and attention to detail
- Demonstrated knowledge of modern office practices, procedures and equipment; data management, storage, and retrieval; filing and file organization; website maintenance.
- Strong reception skills and abilities in telephone techniques and etiquette.
- Strong knowledge of operations of office machines including computer equipment and assigned software including all Microsoft Office applications and Google Applications.
- Ability to maintain composure under stress and to effectively deal with challenging or difficulty personalities.
- Ability to analyze difficult and sensitive situations and adopt an appropriate course of action
- Ability to understand, interpret, and explain a variety of policies, procedures, and technical written material and information.
- Daily attendance and punctuality are required for the purpose of ensuring the goals of the office can be met.
- Ability to work during evening hours or Saturdays as needed.
CERTIFICATES, LICENSES, REGISTRATIONS:
- Valid Driver’s License
- At least 8 years of relevant experience preferred
- Bachelor degree preferred
- Citizenship, residency or work VISA in United States required
Contact Information:
Amanda Ducharme
161 Church Street
Wilmington, Massachusetts 01887
Phone: 978-694-6000
Email: amanda.ducharme@wpsk12.com
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