Framingham School Committee Advertising For Administrative Assistant

FRAMINGHAM – The assistant to the Town of Framingham School Committee resigned in 2017.

Today, the Framingham Public Schools began advertising for a new City of Framingham School Committee administrative assistant.

The 12-month position has a salary range of $55,000 to $60,000 a year.

According to the job description the “administrative assistant serves as the confidential secretary to the Framingham School Committee and assists all members of the School Committee in their day-to-day operations.”

The person has the “ability to interact with the public, staff, and members of the School Committee in a fast-paced environment, sometimes under pressure with deadlines, while remaining flexible, proactive, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.”

The person must have “strong oral and written communication skills with attention to detail and the ability to manage emails, create documents, transcribe minutes, type, proofread, and edit with precision including: policies, forms, procedures, federal and state reports.”

“The candidate must have familiarity with school operations and have the initiative and ability to create an efficient organization system, coordinate and execute a variety of activities and/or projects,” according to the job posting.

“This individual must have the ability to deal with challenging situations, problem solve, prioritize tasks, create and maintain a professional work environment, and be flexible enough to deal with daily challenges of the system. In addition, s/he must have strong relationship-building skills, and works well with individuals from diverse backgrounds, experiences and cultures. Experience in multilingual and multicultural environments is preferred.”

Qualification listed included:

  1. Bachelor’s degree;
  2. Three years of experience in a position using similar skill sets as this position requires;
  3. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications, databases and the use of spreadsheets; planning and managing projects; and preparing and maintaining accurate records;
  4. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: operations, modern principles and practices of office management; principles and practices of fiscal, statistical, and administrative data collection and report development; concepts of grammar and punctuation; and business telephone etiquette; and
  5. Bilingual highly encouraged (Spanish and/or Portuguese speaking).

Responsibilities include:

Office Administration:

  1. Records accurate and concise minutes of all open and executives sessions for all School Committee meetings to be reviewed for approval at the next Committee meeting. Attends all Executive Sessions in person. Coordinates with Clerk between meetings to review and update minutes, if necessary. Once minutes are approved, posts on the FPS website and distributes them, as required by City By-Laws and Chair directive.
  2. Prepares and distributes agendas and material for all School Committee and Subcommittee meetings, tracks pending items for each Committee or Subcommittee meeting and reviews with Committee convener and/or Chair.
  3. Drafts all motions for School Committee, and/or Annual or Special City meetings.
  4. Helps establish regular and special Committee and Subcommittee meeting schedules, professional development schedules, and other occurrences. Confirms that all guests have been invited. Obtains all permits or permissions for meetings, timely posts all meetings, and provides all meeting materials for attendees with as much lead time as possible.
  5. Maintains all archival Committee meetings and materials as required by state law. Responds to requests for meeting information. Maintains copies of all documents executed by the School Committee. Manages the School Committee’s website and Google/Team Drive(s) in order to ensure the public and members gain timely access to required documents and information.
  6. Staffs, on behalf of the School Committee, a working group with FPS Central Office staff to review and process proposed changes to School Committee policies. Updates the School Committee Policy Manual website page after formal votes by the Committee. Provides said updates to the Massachusetts Association of School Committees. Researches policy-related questions.
  7. Drafts all correspondences, memorandum, annual reports, nominations, announcements in a timely manner as per Committee vote or Chair directive. Prepares the Committee’s Annual and/or Special City Meeting presentations for review by the Committee and/or the Chair.
  8. Works with the Chair to respond to questions by the media.
  9. Responds to parent and/or community concerns when the matter falls within the purview of the School Committee, or refers them to appropriate school department personnel for resolution. Tracks all parent and/or community inquiries by topic and provides updates to the School Committee.
  10. Collects data and prepares reports of various subjects to inform district decisions.
  11. Provides relevant data to support annual budget preparation.
  12. Collaborates with other Administrative Assistants (Superintendent’s Office, Human Resources, Teaching and Learning, and Business Office) to provide support to the School Committee whenever needed.
  13. Organizes and facilitates special events such as School Committee hosted Massachusetts Association of School Committees Division meetings, recognition events, etc.
  14. Works effectively in informal and formal teams with diverse constituencies.

Finance and Budget:

  1. Prepares the budget for the School Committee. Tracks all expenses of the budgets directly under the School Committee’s authority and manages member reimbursements. Meets at least once a month with the Chair of the School Committee to review expenses.
  2. Prepares charts, graphs, supportive material for budget presentations.
  3. Oversees School Committee’s warrant signature process; submits bi-weekly payroll for FHS TV-Producers.

Professional Development:

  1. Encouraged to attend annual conference of the Massachusetts Council of School Committee Administrative Personnel (COSCAP) at School Committee cost.

The individual hired would be “evaluated annually on or before July 1st. The School Committee Chair will complete the evaluation with input from the School Committee. The annual evaluation will be reviewed and voted in open session by the full School Committee by the second regular meeting in September of each year.”

 

 

Framingham Source Editor Susan Petroni

Susan Petroni Framingham Source Editor Email: editor@FraminghamSource.com Phone: 508-315-7176

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