Confidential Executive Assistant to the Superintendents’ Offices and School Committee

The vision of the Arlington Public Schools is to be an equitable educational community where all learners feel a sense of belonging, experience growth and joy, and are empowered to shape their own futures and contribute to a better world.

ARLINGTON PUBLIC SCHOOLS

Arlington, MA 02476

JOB DESCRIPTION

POSITION: Confidential Executive Assistant to the Superintendents’ Offices and School Committee

JOB GOALS: This position provides confidential administrative assistance to the Superintendent, Deputy Superintendent, and School Committee. The administrative assistant works alongside the Central Office Executive Manager to ensure effective implementation of policies and procedures and the smooth operation of Arlington’s Central Offices, and serves as the administrative assistant to the School Committee and temporary APS governance committees as assigned.

MINIMUM QUALIFICATIONS:

1. Bachelor’s degree in a role-relevant field;
2. Three (3) years experience in a fast-paced office environment;
3. Demonstrated experience and track record of success implementing various communications systems, databases, and business workflows; and
4. Excellent communications skills, attention to detail, and problem-solving skills.

PERFORMANCE RESPONSIBILITIES:

The essential functions and duties listed below are intended as illustrations of the various types of work that may be performed.  The omission of specific statements of duties does not exclude them from the position if work is similar, related or a logical assignment to the position.

Governance and Compliance:

1. Serves as the Administrative Assistant to the School Committee, fulfilling the role prescribed in Arlington School Committee File BEDG. Attends Regular School Committee Meetings as well as Special Meetings for Executive Session and produces minutes for said meetings.
2. Serves as Administrative Assistant and Coordinator to temporary governance committees, such as building project committees, as assigned by the Superintendent.
3. Maintains a variety of manual and electronic documents, files and records (e.g. minutes, policies, calendar of appointments, official records of the Arlington Public Schools and Arlington School Committee for the purpose of providing up-to-date reference and audit trail for compliance with district, local, state and federal regulations). 
4. Monitors assigned district activities and/or program components (e.g. School Committee/District-mandated processes, follow-up activities, etc.) for the purpose of coordinating and ensuring compliance with established financial, legal and/or administrative requirements. 
5. Schedules, prepares, and posts agendas and minutes of School Committee meetings, conforming to Massachusetts Open Meeting and Public Record laws.
6. Maintains School Committee records on the district website and in confidential digital files.
7. In collaboration with the Superintendent and Deputy Superintendent, prepares the annual school calendar for School Committee approval, and ensures that District and School Calendars on the website are up-to-date.
8. Reviews and updates policies provided by MASC, MASS and other national agencies in collaboration with the Policy Subcommittee Chair.

Daily District Operations:

1. Oversees Central Office workflows for the purpose of ensuring office objectives are achieved.
2. Performs record keeping and clerical functions (e.g. assembling reports, manuals, correspondence, etc.) for the purpose of supporting the Superintendent, Deputy Superintendent, School Committee and District. 
3. Responds to a wide variety of inquiries for the purpose of resolving problems, providing information and/or referring to appropriate personnel. 
4. Sets up and coordinates the Superintendent’s and Deputy Superintendent’s meetings, conferences, and travel arrangements.
5. Supports the Superintendent, Deputy Superintendent, and School Committee for the purpose of relieving them of routine administrative and technical details. 
6. Implements logistics for various administrative meetings at the direction of the Central Office Manager.
7. Serves as the Superintendent’s and Deputy Superintendent’s office “point person” for all non-administrator staff inquiries and concerns linked to Superintendent office functions.
8. Monitors and reviews attendance of Central Office and administrative staff, and generates reports or enters data as needed.
9. Assists the Superintendent and Deputy Superintendent in scheduling meetings and maintaining their schedules.

External and Internal Communications:

1. Compiles data from a variety of sources (e.g. agenda packets, budget, schedules, etc.) for the purpose of complying with financial, legal and/or administrative requirements. 
2. Prepares a wide variety of written materials (e.g. agendas, draft and final correspondence, publications, School Committee packets, reports, minutes, memos, etc.) for the purpose of documenting activities, providing written reference and/or conveying information. 
3. Establishes and maintains a calendar of meetings and presentations with the Superintendent and School Committee Chair, and communicates dates and expectations with presenters. 
4. Processes documents and materials (e.g. School Committee packets, updating manuals, proofing, editing, etc.) for the purpose of disseminating information to appropriate parties. 
5. Accesses and updates various databases such as PowerSchool, Easy IEP, Online Registration, Absence Management, and MUNIS as needed and as directed by the Central Office Manager. Assists with data input and report generation from various databases, as needed.

Other Duties as Assigned:

1. Makes self available to the Superintendent and Deputy Superintendent to respond to emergencies during non-working hours as needed, especially when Central Office Manager is unavailable (e.g. on vacation or leave).

1. Performs research-based or data-collection projects in collaboration with other Central Office departments as needed.
2. Performs all other reasonable related duties as assigned by the Superintendent or Deputy Superintendent.

TERMS OF EMPLOYMENT: Full Year

REPORTS TO: Superintendent, Deputy Superintendent, and School Committee Chair

SALARY & BENEFITS: $75,000 to $95,000

The Arlington Public Schools are committed to creating an inclusive and safe learning and working environment that reflects a diversity of perspectives, values, and experiences. We welcome staff who are aware of the role that bias and prejudice play in society, are creative and willing to try new approaches, and are reflective about their daily practice. We are looking for candidates who welcome a challenge, are eager to collaborate and contribute to the success of students, are ready to engage in two-way partnership with families, and who will contribute their diverse talents to the organization as a whole. 

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Salary : $75,000 - $95,000