Executive Assistant to the Superintendent

Middleborough Public Schools; Middleborough (MA); On-site; USD 72,000 - 88,000; Full time

Job summary

Middleborough Public Schools is seeking a confidential Executive Assistant to the Superintendent who will also support varied Human Resources responsibilities. Working with minimal supervision, you will handle sensitive information with accuracy, discretion, and strong judgment in a fast-paced environment.

The role requires coordinating HR tasks, maintaining personnel files, processing records requests, and supporting the Superintendent in administrative and policy-related functions.

Responsibilities

• Maintains confidentiality related to information handled by the Superintendent’s Office including personnel issues, School Committee business, union issues and other sensitive information.
• Works politely and professionally with staff and the wider educational community.
• Uses sound judgement to resolve sensitive matters and refers issues to the appropriate department.
• Acts as liaison to administrators and employees to ensure fair treatment of staff.
• Processes Public Records Requests.
• Conducts internal investigations when requested.
• Manages staff personnel files, including medical files.
• Inputs I-9 information into E-Verify for all staff.
• Prepares and maintains job postings internally and on SchoolSpring.
• Distributes onboarding documents to new hires and substitutes.
• Drafts letters, contracts, and appointment letters for Superintendent.
• Maintains hire information and resignations/retirements/other changes in spreadsheets.
• Runs CORIs for employees and volunteers and maintains secure files.
• Oversees SAFIS fingerprinting processes and maintains secure records.
• Creates staff accounts and tracks updates.
• Monitors licensure reports and sends renewal notices when needed.
• Updates collective bargaining contracts as new agreements are signed.
• Oversees medical leaves and related correspondence.
• Updates Seniority Lists for staff annually.
• Attends School Committee meetings and helps set agendas.
• Maintains School Committee files and minutes.
• Manages School Committee documents and agendas in shared drives and physical copies.
• Postings and agenda materials with Town Clerk; updates district website with postings, agendas, minutes, and materials.
• Prepares physical packets of documents for members on request.
• Registers Superintendent and committee members for conferences.
• Updates Policy Manual and finalized policies after School Committee meetings.
• Prepares reports for the Superintendent and assists with legal information as needed.
• Compiles data as requested by the Superintendent and assists with employment law and policy interpretation.
• Creates and updates district calendars each year; maintains calendars of meetings.
• Manages communications and replies to correspondence as directed.
• Submit purchase orders through the Munis system and complete required state reporting.
• Performs other duties as assigned by the Superintendent.

Job description

Serves as the confidential Executive Assistant to the Superintendent of Schools along with varied Human Resource responsibilities. Working with minimal supervision, the Executive Assistant to the Superintendent performs a variety of duties requiring accuracy, good judgment, confidentiality, and the ability to work well with people under pressure in a fast-paced environment.

Salary: $80,000 (+/-)

Duties And Responsibilities

• Maintains confidentiality related to information handled by the Superintendent’s Office including personnel issues, School Committee business, union issues and other sensitive information.
• Proven ability to work in a polite and friendly manner with all staff members and the larger educational community.
• Displays sound judgement and decision-making skills to resolve sensitive matters helping to refer persons to the department that can best address their needs and concerns.
• Act as a liaison to administrators and employees with questions and concerns to ensure fair and consistent treatment of all staff
• Point of contact for Public Records Requests
• Conduct internal investigations regarding employee complaints and concerns when requested
• Maintain all staff personnel files, including medical files
• Manage and input information from I-9’s into E-Verify, U.S. Department of Homeland Security for all school staff
• Prepare and maintain all job postings internally and on SchoolSpring
• Provide onboarding documents/hire packets to all new hires including substitutes, coaches, temporary employees, etc.
• Create all new hire letters, contracts, appointment letters for Superintendent
• Create and maintain spreadsheets with all hire information including step rates.
• Create and maintain spreadsheets for all resignations/retirements/dismissals, etc.
• Run CORI’s for all employees, volunteers, etc., and maintain secure files
• Oversee SAFIS Fingerprinting for all employees, etc. and maintain secure files
• Create staff accounts for new employees, substitutes, student teachers, etc. and monitor any updated changes
• Receive and review monthly DESE licensure reports from Aspen ensuring all teaching staff are up to date, and if necessary, sending notifications for upcoming renewals.
• Update new collective bargaining contracts from MOA’s each new agreement
• Oversee medical leaves and create medical leave letters for Superintendent
• Oversee resignations/retirements and create letters for Superintendent
• Enter all new hires, resignations/retirements, medical leaves into the Employee Status Change Form to notify proper departments
• Create all stipend letters including athletics, extracurricular, grant funded, etc.
• Oversee and organize all course reimbursements for teaching staff and ESP staff which include entering and tracking initial requests, tracking progress through final receipt of requested documentation and proof of payment receipts
• Update new mentor information into shared drive
• Oversee and update Seniority Lists for teaching staff, ESP’s, custodians, cafeteria staff and administrative assistants annually.
• Establish Sick Bank meetings when requested, maintain minutes and create letters for employee
• Attend all School Committee agenda setting meetings and set the agenda once noted
• Collect and preserve all School Committee files for each meeting
• Create and maintain all School Committee meeting minutes on file and in physical books
• Maintain School Committee Google folder for each meeting including all documents for items on the agenda
• Post with Town Clerk all public and executive session meetings
• Update district website with School Committee meeting postings, agendas, minutes and materials
• Prepare physical packets of School Committee documents for members who request it.
• Register Superintendent and School Committee members for conferences throughout the year
• Regularly update the Policy Manual and policies once they have been finalized at School Committee meetings
• Prepare reports for the Superintendent
• Assists in the organization of legal information pertinent to the school district
• Gather and compile any data the Superintendent may request or require
• Assist with employee relations, employment law, policy interpretation and compliance
• Create drafts and final district calendars each year, updating any changes
• Keep calendar of Superintendent meetings and activities
• Answer all escalated calls to the Superintendent’s office exercising sound judgement and composure while accurately receiving the message
• Compose replies to correspondence as directed
• Submit required purchase orders through the Munis system.
• Complete required state reporting for the Superintendent’s office
• Perform other duties and assume other responsibilities as the Superintendent may assign