Location: Chatham,MA, USA
Monomoy Regional School District is seeking to hire an Administrative Assistant to the Superintendent. Qualifications include graduate of a secretarial school or bachelor's degree or equivalent experience and training. Five years office experience; keyboarding speed 75 wpm or higher; speed writing/shorthand. Demonstrated competence in the use of computers, related software, Internet, and business machines (fax, copier, postage meter).Such alternatives to the above qualifications as the Superintendent may find appropriate and acceptable.
General Scope of Job Description: The Administrative Assistant to the Superintendent is responsible for the operation of the Central Office, specifically as pertaining to the Superintendent. Duties encompass a high level of independent work in a wide variety of administrative and secretarial responsibilities. Much of the work handled is of a confidential nature.
Performance Responsibilities - General:
1. Serve as the Central Office Front Office Manager
a. Reception: Greet visitors. Screen visitors to prevent unnecessary interruption of administrators and to direct them to the most appropriate party. Provide forms upon request.
b. Telephone: Respond to inquiries by appropriately directing calls or getting the appropriate information and returning the call. Screen telephone calls for the Superintendent; problem-solve inquiries whenever possible and refer to appropriate alternate party. Maintain office voice mail system: update central office messages as needed. Make calls for the Superintendent when requested. Serve as admin user for HarborCloud phone system.
c. Mail: Sort incoming mail and courier to the high school incoming/outgoing interoffice mail
d. Office supplies: order supplies, updated letterhead and business cards, and coordinate with appropriate vendors for maintenance of office equipment (copier and postage meter)
2. Scheduling: Manage the Superintendent's calendar. Coordinate appointments and meetings for the most effective use of the Superintendent's time.
3. Document Preparation/Maintenance: Produce (at the direction of the Superintendent) documents as needed for the Superintendent and School Committee using Microsoft Word, Excel, PowerPoint, and other software as needed.
4. Act as liaison for Superintendent with administrators by notifying of meetings, reports due, and other school business. Act as liaison between the Superintendent and School Committee as needed.
5. Reports: schedule, duplicate & distribute, collect and collate data for DESE reports and forms, including SIMS, EPIMS, enrollment data, and obtain Superintendent approval for paper and/or online submission.
6. Staff Salary Schedule Advancement: Responsible for reviewing cumulative Course Approvals and notifying the Business Manager and Payroll clerk when a teacher will be moving to the next category on the Teachers' Salary Schedule.
7. Work Permits (shared with PPS and Human Resources Administrative Assistants): Responsible for the preparation of work permits and maintenance of an adequate supply of work permit forms and literature. Be knowledgeable of and advise parents/students on State laws covering student employment.
8. School Choice: Responsible for explanation of School Choice policy and procedures to parents and students. Maintain a file of inquiries. Maintain forms and schedules and assist the Superintendent with a timely selection of School Choice students. Notify parents/students of the outcome of the application process. Ensure data is entered into student record systems for SIMS submission to DESE. Complete the annual School Choice Claim form for DESE
9. Maintain enrollment data and school choice data for official October 1 enrollment figures. Compile enrollment data from other districts for completion and submittal of the annual School Attending Children report for the DESE. Work with Cape districts to track school choice/student attending numbers.
10. Serve as the district's centralized registrar for new students.
11. Coordinate reservations of school facilities for town meetings and other uses
12. Send correspondence to teachers from the Superintendent regarding sick leave, FMLA, retirements, resignations, course reimbursement and conference requests, and other notices
13. Enter new staff into Aspen, enter/create MEPID and ELAR information
14. Serve as a reporting backup for the Data, Compliance and Assessment Specialist.
15. Create POs for the Superintendent: conferences, professional development, and memberships
16. Track district staff attendance and provide biweekly attendance reports
17. Provide additional administrative support as needed to the Business Manager, Director of Student Services, and Assistant Superintendent of Curriculum, Instruction and Assessment.
18. Create the MRSD school calendar annually, work with District Administrators for event scheduling and coordination, bring the calendar annually to the School Committee for a vote, and post the calendar on the district website
19. Responsible for the assignment of security roles and functions in the DESE Directory Administration portal
20. Manage the CORI/SORI process for all current staff and alert the Superintendent of issues on the reports
21. Oversee the Sick Banks, schedule meetings, communicate days granted, and maintain an accounting of available days
22. Update collective bargaining agreements and post on the district website. Manage the creation, review, and filing of union memorandum of agreements
23. Maintain files, manage, and update administrative contracts as directed by the Superintendent
24. All other duties as deemed necessary by the Superintendent.
Disclaimer: The above statements are intended to describe the general nature and level of work being
performed. This is not an exhaustive list of all responsibilities, duties, and skills required. All employees may
be required to perform duties outside of their normal responsibilities from time to time, as needed.
Terms of Employment: Twelve month work year. Salary established by the Superintendent.
FY25 Salary: $75,057 (salary will be prorated based on starting date)
Benefit-eligible position. Sick, personal, and vacation paid time off.