ADMINISTRATIVE ASSISTANT TO THE SUPERINTENDENT

REPORTS TO: Superintendent of Schools

POSITION OVERVIEW:

The Public Schools of Brookline seek a highly qualified executive-level assistant to serve as Administrative Assistant to the Superintendent of Schools. The Administrative Assistant provides confidential secretarial and administrative support services to the Superintendent. Reporting directly to the Superintendent, this position is highly visible and assists in establishing a professional atmosphere in the Central Office. This position requires discretion, initiative and sound judgment, knowledge of school district policies and procedures, communication with a wide variety of outside agencies, familiarity with every aspect of the school operation, 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, when required, are essential.

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Attends to administrative details not requiring the immediate attention of the Superintendent;
• Explains school policies and procedures by telephone and in person, responds to questions and concerns;
• Exercises sound judgment in complaint resolution;
• Confers with the Superintendent regarding confidential matters which must be answered, ensuring priority items are handled promptly;
• Arranges appointments and conferences for Superintendent; prepares and gathers materials for these meetings, including all materials and reports needed by the Superintendent for presentation/review at School Committee meetings;
• Coordinates travel arrangements for the Superintendent; processes vendor payments and arranges reimbursement for incidental expenses associated with travel; manages requisitions for all materials and supplies needed in the Office of the Superintendent;
• Processes Superintendent's mail; acknowledges letters; redirects correspondence; sorts items for immediate attention;
• Responsible for knowing school cycles and taking initiative on short and long-term projects;
• Develops draft of the annual school calendar for review and approval of Superintendent and Senior Staff prior to submitting to the School Committee for a vote of approval. Distributes approved calendar district-wide;
• Creates yearly meeting schedules for Senior Staff, Parent Leaders and Leadership Team;
• Assists Central Office staff in highly confidential matters;

• Prepares “no-school” announcement materials for Superintendent; confirms codes with media outlets; coordinates with Town of Brookline Public Works officials;
• Responds to questions based on School Committee policies, particularly those that relate to enrollment and residency; assists the Office of Registration and Enrollment with the school placement of new students who reside in a buffer zone;
• Organize all aspects of the annual District Leader Retreat; a full-day meeting held off-site before the start of the school year;
• Coordinate the annual back-to-school packet of important information to be shared with families every September;

• Prepares and issues letters to parents and ensures letters are appropriately accessible for students and parents;
• Assists with emergency/crisis correspondence when necessary, i.e. snow emergencies, bus accidents, power outages, etc.;
• Prepares and manages weekly payroll for Leadership Team;
• Provides support to the Office of Educational Equity, specifically for requisitions, receipts, and reimbursements;
• Posts the meeting notices of School Site Councils, such that they meet the requirements of the Open Meeting Law;
• Oversees the application process for the Staff Materials Fee Program;
• Serves as a resource for any audio/visual/technical needs when staff are using the meeting rooms of Town Hall
• Serves as a liaison with other Town Departments including Town Counsel and Police; and
• Performs any other related duties as assigned.

QUALIFICATIONS-REQUIRED:

• Associates Degree
• Minimum of 5 years of progressively responsible experience in administrative work, including interacting with the public and office management.
• Excellent customer service, written and verbal communication, organization and interpersonal skills;
• The ability to prioritize and complete multiple tasks at one time with frequent interruptions;
• Skills to conduct research on a wide variety of topics, including Mass. General Laws as they relate to school systems;
• Computer literacy, specifically familiarity with Google products, Microsoft Office, Excel, PowerPoint, Aspen, Blackboard, Zoom, MUNIS
• Ability to use provided technology and equipment to to schedule and host remote/hybrid meetings, manage room reservations, and produce all necessary documents and presentations.
• Current authorization to work in the United States by the first day of employment.

QUALIFICATIONS-PREFERRED:

• Bachelor’s Degree
• Thorough understanding of elementary and secondary educational systems
• Working knowledge of agencies that govern/work with school districts (i.e. DESE, MASC)

TERMS: Non-Aligned (At-Will), Salary, 12 months

***All employees must be vaccinated and maintain full vaccination as a condition of employment or work as an on-site vendor/contractor, unless they receive approval for a documented medical or religious exemption in accordance with relevant state and/or federal law. For a full copy of the Covid-19 vaccination policy please click here.

The Public Schools of Brookline is especially interested in qualified candidates who can contribute through their teaching or practice to the diversity and excellence of the PSB community.

The Public Schools of Brookline is an equal opportunity/affirmative action employer. Members of underrepresented groups and all persons committed to diversity and inclusive excellence are strongly encouraged to apply.