Text Box: Sutton Public Schools Sutton, Massachusetts  

 

 

 

 


POSITION TITLE:  Administrative Assistant to the Superintendent

 

REPORTS TO:  Superintendent

 

DEPARTMENT: Administration

 

BASIC FUNCTION:  To perform a variety of highly complex and responsible duties to relieve the Superintendent of administrative details; to serve as administrative aide and secretary to the Superintendent; to maintain confidentiality of privileged information obtained in the course of work; and to perform a variety of other duties relative to assigned areas of responsibility

 

ESSENTIAL DUTIES:

 

  1. Answer all incoming phone calls for Superintendent
  2. Provide information and assistance to parents, the general public, and other staff members
  3. Establish and maintain effective working relationships with those contacted in the course of conducting business for the Superintendent
  4. Schedule standing appointments for Superintendent
  5. Schedule requested appointments for Superintendent
  6. Maintain District calendar
  7. Maintain teacher files and lists including certifications, licenses, and seniority 
    1. Prepare and maintain documentation of teacher professional development
    2. Provide certificates to each participant in professional development activities provided by the District
  8. Design and maintain the District website
  9. Open correspondence for/to Superintendent
  10. Maintain files for Superintendent
  11. Review correspondence typed by Superintendent
  12. Prepare correspondence as directed by Superintendent
  13. Prepare and distribute news releases as necessary
  14. Maintain schedule for use of auditorium and conference room during workday
  15. Maintain home-schooled files
    1. Provide home school packets upon request
    2. Prepare letters of approval for home education plans
  16. Post all job opportunities internally and prepare advertisements for the media
    1. Process and forward all resumes to the appropriate administrator
    2. Schedule final candidate interviews for Superintendent
  17. Schedule and maintain community of use of all school facilities
    1. Bill town organizations for use of school facilities
  18. Schedule, notify, and maintain RSVP of members for District Learning Team meetings
  19. Organize reports for Annual Town Reports (principals, superintendent, special education, and school committee)
  20. Prepare and organize information for Superintendent’s Scholar Award

 

Massachusetts Department of Education

 

  1. Maintain and oversee database of District student information
  2. Extract, prepare, and file all reports requested by DOE
  3. Maintain all records for School Choice incoming students
    1. Send notification to each incoming student’s district
  1. Maintain all records for School Choice outgoing students
    1. Request from each district a list of all Sutton students attending in their district
  1. Maintain records of all students residing in town that attend other schools both in-state and out-of-state including local vocational school students
  2. Maintain and update staff database to include all necessary certification information as required by the DOE

 

School Committee

 

  1. Post all meetings and legal notices for public hearings
  2. Prepare School Committee agendas
  3. Prepare and distribute School Committee packets           
  4. Prepare and maintain School Committee minutes
  5. Prepare School Committee calendar annually
  6. Prepare School District calendar for Committee approval annually           
  7. Prepare, maintain, and update all School Committee policies
  8. Prepare and print the teachers’ contract as instructed by the Superintendent

 

KNOWLEDGE:

 

  1. Functions and clerical operations of an administrative office
  2. Applicable sections of the State Education Code and other applicable laws
  3. Correct English usage, vocabulary, spelling grammar, and punctuation
  4. District organization, operations, policies, and objectives
  5. Modern office procedures, methods, and equipment
  6. Computer operations and software, including word-processing, spreadsheets, and data bases
  7. Telephone techniques and etiquette
  8. Oral and written communication skills
  9. Interpersonal skills using tact, patience, and courtesy
  10. Principles and procedures of manual and computerized record keeping
  11. Principles of business letter, report, and commendation writing and basic report preparation
  12. Basic mathematical principles

 

  1. And any combination of experience and training that would likely provide the required knowledge to perform the essential duties as outlined in this job description.

 

SKILLS AND ABILITIES:

 

  1. Exercise judgment in relieving the Superintendent of administrative details
  2. Establish priorities
  3. Meet deadlines
  4. Exercise flexibility
  5. Continually and consistently interact positively, pleasantly, and professionally with all visitors and employees
  6. Understand and interpret complex policies and rules
  7. Maintain confidentiality of privileged information obtained during the course of work