24-25 - Administrative Assistant to the Assistant Superintendent of Schools and Director of Student Services

Job Goal: Performs executive-level confidential and complex administrative support for the
Assistant Superintendents of Schools and Director of Student Services.

Qualifications:

• Excellent communication skills
• Knowledge of and experience with current office technology and applications
• Excellent organizational and planning skills
• Ability to create and implement effective action plans and prioritize job tasks
• Ability to work independently on special projects
• Ability to work according to set processes and procedures that have been implemented by the Superintendent of Schools and School Committee
• Excellent work ethic
• Knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, etc.)
• Experience working with Aspen student database (X2) preferred

Responsibilities:

• Provides complex administrative support requiring the exercise of independent judgment in performing assignments consistent with district regulations and established procedures;
• Accepts and responds to communications relative to students, teachers and/or parents and seeks to resolve issues as needed and refers outstanding issues to appropriate administrator;
• Manages district information and exercises the highest level of confidentiality;
• Plans, organizes, and administers the administrative support of the offices of the Assistant Superintendents of Schools and the Director of Student Services;
• Assists in managing and maintaining staff calendars for the Assistant Superintendents and Director of Student Services
• Provides administrative support services to the Superintendent of Schools and School Committee in the absence of the Executive Secretary to the Superintendent of Schools as needed including, but not limited to attending School Committee meetings; prepares and posts meeting materials as required in the absence and / or to assist the Executive Assistant;
• Receives and distributes MCAS results to all schools;
• Collects and reviews names of students who qualify for Superintendent Awards and prints certificates;
• Manages staff attendance relative to professional conferences
• Keeps records of field trip requests and submits attendance coverage requests for staff as needed
• Coordinates the in-district professional development schedule to ensure effective substitute teacher coverage;
• Manages the Professional Development (PD) system by entering attendance and awarding credits and PD hours in collaboration with the Director of Educator Development,
• Establishes and maintains accounts for educators within the PD system and provides timely technical support and accurate approval chains based on supervisory roles;
• Provides administrative support for professional development presenters including but not limited to providing access to class lists, attendance, etc.
• Works collaborative with the Assistant Superintendent for Academics on creating and maintaining systems for Homeschool Students including reviewing applications, ensuring all curriculum materials are submitted, communicating with families in regards to the approval process, maintaining an annual tracking system, and issuing homeschool discharge notices to those families who decide to re-enroll in SPS;
• Maintains the database of students enrolled in homeschool program and collects all required documentation and communicates with parents as needed and appropriate;
• Assists in managing the annual update of the Emergency Response Plans for all schools;
• Utilizes the district’s Student Information System to research data and prepare specific reports as needed;
• Oversees the maintenance of documents aligned with state requirements for Student Records including student suspension reports, 51As, incident reports, and accident reports;
• Drafts “No-Trespassing Orders” and works with the attendance officer for distribution;
• Maintains a database of all 504 Students;
• Under the direction of the Director of Student Services maintains a database of information required to complete the annual USDE Office of Civil Rights Compliance Report;
• Order and distributes supplies for offices as needed;
• Processes requisitions as needed;
• Performs other duties as assigned.

Terms of Employment:

Full Year Schedule (July - June)

40 hours per week

Location: Central Office

Union Affiliation: Non Union

Position Reports to: Assistant Superintendent of Schools and Director of Student Services

The Somerville Public School does not discriminate in its programs, facilities or employment of educational opportunities on the bases of race, color, age, religion, disability, preganancy, home status, martital/civil union status, sex/gender, gender identity, sexual orientation, citizenship status, place of birth, national origin, ancestry, cultural identity, genetics or military status, and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals' group or interferes with their ability to learn or work.