Company Description: The mission of the North Adams Public Schools is to provide all students with the values, knowledge, and skills needed to reach their full potential, with the ultimate goal of becoming lifelong learners and productive members of the 21st Century.
As a district, we are committed to providing a safe environment in which all individuals embrace the core values of diversity, inclusiveness, shared community responsibility, breadth of learning, and continuous growth and improvement.
Administrative Assistant to the Superintendent and School Committee
Job Goal: Serves as executive administrative assistant to the Superintendent of Schools and the School Committee. Working with a minimum of supervision, the Administrative Assistant to the Superintendent and School Committee performs duties of varied and responsible nature, requiring accuracy, good judgement, confidentiality, and the ability to work well with people under pressure. The Administrative Assistant to the Superintendent and School Committee will coordinate, carry out and support activities essential to the efficiency, effectiveness and responsiveness of the Superintendent’s Office, and to assist the Superintendent, as may be required, within the framework of the General Laws of the Commonwealth, the regulations of the Massachusetts Department of Elementary and Secondary Education, the policies and rules of the North Adams Public Schools, and the terms of the collective bargaining agreements.
Supervision: Reports to the Superintendent and the School Committee Chair.
Office of Superintendent Functions
1. Serves as confidential/executive assistant to the Superintendent.
2. Maintains and manages the Superintendent’s calendar; receives and screens phone calls, correspondence and visitors.
3. Composes business letters, documents, reports, and handles routine correspondence for the Superintendent.
4. Prepares letters for professional and non-professional staff regarding notification of disciplinary action in collaboration with the superintendent and district legal counsel.
5. Maintains regular and confidential filing systems.
6. Provides administrative support with the maintenance and coordination of the Home Schooling plans.
7. Manages routine matters not requiring the Superintendent’s attention.
8. Serves as liaison between Superintendent and various stakeholders.
9. Monitors certification/licensure of staff members, including waiver requests, and assists professional staff members with DESE applications, forms, and processes.
10. Maintains updated teacher seniority lists for all district staff members, including the tracking of professional status.
11. Maintains contracts of administrators, non-bargaining support staff and nurses.
12. Maintains the tracking and recording of administrator and teacher evaluations.
13. Coordinates Family Medical Leave Act (FMLA) information and use.
14. Serves as the district’s CORI and SAFIS administrator, referring necessary information to the Superintendent of Schools.
15. Creates school year calendar options for the Superintendent’s review and distributes ballots to professional staff for voting, and once approved by school committee, distributes and publishes to district website.
16. Handles requests for distribution of flyers to students according to district procedures.
17. Coordinates field trip approval process according to school committee policy.
18. Maintains the district web page with necessary information and links and coordinates administrator and teacher access to school web pages.
19. Available at all times to plan or assist with any/all district-wide meetings or registrations.
20. Available at all times to assist any/all district administrators.
21. Prepares written reports, policies and procedures.
22. Responds to all telephone inquiries regarding school system and /or specific problems or complaints. Refers all unusual or problematic matters to the Superintendent, appropriate administrator, or other personnel.
23. Maintains public relations role and liaison skills with all school administrators, faculty, and staff, as well as all city departments and agencies at both the local and state level to resolve problems, exchange information, and coordinate activities.
24. Processes all conference attendance requests, course approvals, student incident reports, and requisitions.
25. Prepares and processes tuition bills with the special education office.
26. Processes daycare waiver requests and annual renewals and maintains accurate daycare waiver lists.
27. Manages school choice application approvals and completes all school choice state reporting.
28. Gather necessary information and assembles the school department annual report to be incorporated into the city’s annual report.
29. Serves as district notary public.
30. Coordinates all post graduate applications and awards, check processing, relevant tax preparation, and assists with processing awards of certain scholarships.
31. Administers the annual district self-review survey and maintains records of past surveys.
32. Processes all staff into the student information management system database, maintains accurate staff roster records and work assignment records, and assists with required state reporting.
33. Maintains student enrollment reporting.
34. Processes all district travel reimbursement payments and processes travel logs for annual travel allowances.
35. Maintain records on school vehicles.
36. Maintain employee handbook including annual updates.
37. Assists with decision making regarding school closings, delays and early releases and serves as media contact for disseminating information.
38. Serves as administrator of the school messenger system maintaining accurate call lists and scheduling/recording calls for the district and schools as needed.
39. Coordinates building use requests by outside individuals and groups with principal and director of facilities and assist business office invoice process.
40. Administers the grant application process through the Berkshire Taconic Foundation for the Gateway Fund and Pauline Young Music Fund.
School Committee Functions
41. Serves as recording secretary for school committee meetings.
42. Posts all school committee meetings with City Clerk.
43. Generates school committee meeting agendas, prepares and distributes school committee packets to members prior to meetings
44. Sets up and maintains confidential files/records for the school committee including but not limited to: legal issues, grievances, personnel issues, contracts, Open Meeting Law (OML), public records requests, etc.
45. Maintains school committee files and disseminates information to the public in accordance with public records laws.
46. Prepares school committee correspondence as needed.
47. Maintains school committee policy manual.
48. Serves as liaison for the school committee to the Massachusetts Association of School Committees for development and revision of required policies, training opportunities and conferences.
49. Coordinates the solicitation of funds for the United Way campaign on an annual basis according to school committee policy.
The Committee's policy of nondiscrimination will extend to students, staff, the general public, and individuals with whom it does business; No person shall be excluded from or discriminated against in admission to a public school of any town or in obtaining the advantages, privileges, and courses of study of such public school on account of age, race, color, sex, gender identity, religion, national origin, sexual orientation, disability or homelessness.
1. Post-secondary degree or comparable experience.
2. A minimum of three years of experience as an administrative assistant or a comparable position.
3. Demonstrated professionalism, high standards of performance and attention to detail.
4. Demonstrated communication, interpersonal, and customer service skills.
5. Demonstrated ability to exercise sound judgement in handling confidential and sensitive information.
6. Demonstrated knowledge and skill using technology for various purposes including correspondence, data systems, and information.
7. Demonstrated ability to problem solve, recognize, and resolve issues with minimal assistance.
8. Demonstrated ability to receive feedback and reflect on performance in order to continuously improve.
1. Associate or Bachelor’s degree completion.
2. Prior work experience in a school or school department.
Physical Requirements: The position requires a moderate amount of walking, standing, sitting and climbing stairs and step stool whenever necessary. Activities also include moderate physical exertion in body movement such as reaching, bending, twisting, grasping, pushing, and pulling of objects. The position requires lifting objects of 20 pounds on a frequent basis, and over 20 pounds occasionally. There is a frequent requirement of fine manipulation associated with the required use of a computer, typewriter, keyboard, calculator, and other business machines.
Environmental Conditions: The occupant is required to work indoors. The regular chemical solvents are toners, inks, and cleaning fluids.
Please submit a completed district application, found on our website at https://www.napsk12.org, under staff, then under employment opportunities. Please be sure to include with your application your cover letter, resume, transcripts and any other documents you feel necessary to:
North Adams Public Schools
Attn: Charlene Volff
37 Main Street, Suite 200
North Adams, MA 01247
You may also fax your documents to 413-776-1685 or email to firstname.lastname@example.org