Job Description

PRIMARY PURPOSE OF POSITIONAssist and provide support services to the Assistant Superintendent/Principal.MAJOR RESPONSIBILITIES1.Process Assistant Superintendent/Principals Correspondence to faculty and staff and parents.2.Organize and Prepare Reports and Documentation for the Massachusetts Department of Elementary and Secondary Education and other associated institutions.3.Organize and Prepare Greater Lowell Handbooks, policy documents and Reports (i.e., School Improvement Plan, Student Handbook, Teacher Handbook, etc.)4.Preparation of School Council Meetingsa.Prepare, schedule and reserve a location for all monthly meetings for the school year.b.Distribute welcome letters to all current School Council members with the meeting schedule and associated documents.c.Schedule ConnectEd phone call to all parents/guardians regarding available seat(s) for parent representative(s).d.Prepare and send correspondence to interested parents regarding the first meeting for the election of parent representative(s).e.Prepare ballot for parent representative election.f.Distribute memo to all instructional staff regarding available seat(s) for teacher representative(s).g.Prepare an election ballot for the teacher representative election.h.Prepare and distribute memo to all instructional staff with the information of the date/time/place of the election.i.Prepare and distribute congratulatory letters to all new teacher and parent representatives including a meeting schedule.j.Notice and agenda is required to be posted at the Greater Lowells entrance at least 48 hours prior to all meetings. This information should also be posted on the schools website.k.Send notice to all School Council members, School Committee, and Superintendent-Director of monthly meetings.l.Transcribe minutes of School Council meetings and provide necessary copies for members.m.Prepare and/or provide available copies of any needed documentation for meetings.5.Long Term Suspension /Expulsion Hearingsa.Schedule meeting; day, date, time and recording set-upb.Coordinate documents (hearing notes, statements etc.)c.File both a physical and electronic record of hearing. 6.Substitute Recordsa.Receive application approval from the Assistant Superintendent/Principal.b.Submit Massachusetts CORI forms for processing. Once approved, the Director of Human Resources will request the applicant to schedule an appointment for fingerprinting.



When approval is received, send business forms to the Business Office.c.Distribute new substitute information to directors, cluster chairs, and substitute coordinator.d.Maintain records on all substitutes.7.Letters of Reassurancea.Prepare data bases for all substitute instructors and ten-month employees.b.Prepare and distribute letters to all substitutes and ten-month employees.8.Maintain an Accident/Injuries Data Base for all Students, Employees and Visitors.9.Summer Vacation Schedulesa.Prepare and distribute summer months calendar to all administrators and support staff requesting summer vacation plans.b.Track and gather information from all administrators and support staff.c.Prepare a final vacation schedule on separate calendars for all administrators and support staff.10.Grantsa.Clerical support for grants specifically under the supervision of Assistant Superintendent/Principal.b.Budget preparationc.Process payroll and all other paperwork.d.Prepare and process final financial reporting for grants.11.General Responsibilitiesa.Responds to inquiries from a wide variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among departments and/or providing direction as may be required.b.Maintains an electronic and hard copy filing system, as well as confidential files, and process incoming correspondence.c.Maintains calendar of appointments for the Assistant Superintendent/Principal, schedules and coordinates all meetings and conferences, ensuring being apprised of all appointments and changes, as well as matters requiring immediate attention.d.Place, record and forward all pertinent data regarding telephone calls.e.Receive and route incoming mail.f.Order and maintain supplies, if needed.g.Enter and process purchase requisitions.h.Assist in preparing weekly highlights; gather photos and descriptions of school eventsa.Post on social media.i.Confidentiality; absolute uncompromising integrity. Proven ability to handle sensitive and confidential information; including personnel matters, legal issues, student records and disciplinary documents.j.Schedule interviews for applicants, and prepare applicants folders.k.Establish a working relationship with all administrative and secretarial staff.l.Extends assistance to administrators and support staff.m.Provide internet research and compile data.n.Serves as a resource to employees and/or organizations for the purpose of explaining procedures and policies.o.Diffuse potentially hostile situations (e.g. parents, staff, students, public) for the purpose of resolving the situation and/or directing to the appropriate personnel for resolution.p.Provide a fundamental awareness and/or issues requiring confidentiality.12.Provide support for the Superintendent-Director in the absence of Executive Secretary.QUALIFICATIONS1.Requires 7 to 10 years of administrative experience in a comparable role supporting a senior level administrator in a similar organizational environment.2.Requires strong organizational skills, attention to detail, follow through and commitment to accuracy in order to balance demands of a multi-tasking position that requires meeting deadlines and commitments.3.Requires strong technology skills in the areas of office software, electronic communication, database systems, word processing, spreadsheets, and office equipment operation.4.Requires strong verbal and written communication and proof-reading skills.5.Requires significant confidentiality responsibilities due to parent, student, and staff issues.6.Requires strong, positive interpersonal relationship skills, service-related people skills and problem-solving skills.7.Self-motivated and able to exercise initiative and work independently.8.Must demonstrate punctuality, good attendance, and strong work ethics in all areas.