Central Office Administrative Assistant

ANTICIPATED OPENING FOR THESCHOOL YEAR
FUNDING CONTINGENT ON TOWN MEETING APPROVAL MAY 28 2025

BELLINGHAM PUBLIC SCHOOLS
BELLINGHAM MASSACHUSETTS

TITLE: Central Office Administrative Assistant

POSITION SUMMARY:
The purpose of this position is to perform a wide variety of complex secretarial and administrative duties coordinating the functions activities workload and record keeping of the central office administrators. Work requires initiative and independent judgment in the application of prescribed policies procedures and methods. Performs all other related work as required.

ESSENTIAL DUTIES AND RESPONSIBILITIES:
The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar related or a logical assignment to the position.

1. Acts as a liaison between the Central Office Administration and the public. Answerstelephone and inperson questions from district employees and the public.
2. Responds to a wide variety of calls concerns and/or complaints regarding the problems provides information and/or refers to appropriate personnel.
3. Composes a wide variety of complex written materials (e.g. correspondence agendas minutes reports) for the purpose of communicating information or creates documentation in conformance with established guidelines and regulations.
4. Maintains a wide variety of complex manual and electronic documents files and recordsfor the purpose of providing uptodate information or historical reference data.
5. Participates in a variety of meetings workshops and trainings for the purpose ofproviding or receiving information recording minutes and supporting the needs of theattendees.
6. Manages calendars of central office administrators and various committees to includeappointments meetings and conferences.
7. Provides support handling a variety of special projects as needed.
8. Processes paperwork for staff leaves including FMLA.
9. Maintains professional staff licensure spreadsheet.
10. Post job vacancies and processes appointments transfers and exits.
11. Communicates with all departments regarding employment changes.
12. Maintains vacancy list of all posted positions and keeps job postings up to date.
13. Processes a wide variety of complex documents and materials and disseminatesinformation in compliance with program district state and/or federal requirements.
14. Maintains public relations role and liaison skills with all school administrators facultystaff and town human resources department to resolve problems exchange informationand coordinate activities.
15. Performs research on a variety of topics to provide information and/or recommendationsor to address a variety of administrative requirements.
16. Maintains high level of confidentiality of work performed.
17. Must be familiar with all computer programs utilized by the District.
18. Performs varied and responsible functions requiring a thorough knowledge of
departmental operations and the exercise of judgment and initiative to interpretguidelines policies procedures and practices.
19. Works under broad supervision of the Superintendent of Schools and other central office administrators. Follows departmentrules regulations and policies requiring the ability to plan and perform operations and tocomplete assigned tasks according to a prescribed time schedule. Refers all questionable cases to supervisor.
20. Performs any other duty as required by the central office administrators.
21. Adheres to the adopted policies of the Bellingham School Committee.

WORK ENVIRONMENT:
1. Work is performed in an office environment. Majority of work is performed in amoderately noisy work environment with frequent interruptions.
2. Operates computer printer telephone copier facsimile machine scanner postagemachine and all other standard office equipment.
3. Makes frequent contact with the public School Committee members District StaffPrincipals and school office staff various organizations and other school systemcontacts.
4. Employee has access to highly sensitive and confidential information pertaining to staffand students. Errors could result in delays or loss of service and possible legalramifications.

KNOWLEDGE/SKILLS/ABILITY:
1. Knowledge: Through knowledge of office procedures practices and of policies and procedures of the school department. Thorough understandingof educational systems. Knowledge of the operation of computer software of Open Meeting Law.
2. Skills: Expertise and skill in utilizing personal computers populardatabases and spreadsheet applications. Excellent customer service and interpersonalskills required. Excellent written and oral communication skills necessary. Strong
organizational skills and ability to multitask.
3. Abilities: Ability to deal effectively and tactfully with staff and the public. Ability tocompose correspondence. Ability to recognize and resolve problems with minimal administrative intervention. Ability to interpret and implement instructions provided in oral and written form. Ability to prioritize and complete multiple tasks at one time with frequent interruptions. Analytical ability accuracy and attention to detail. Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for database spreadsheet and other software as required by the position. Ability to work collaboratively in a team environment. Ability to diffuse difficult situations to enable effective problem solving.

CERTIFICATES LICENSES and/or DEGREE REQUIREMENTS:
1. Required: College Graduate: Associate degree required Bachelors preferred.
2. Three to Five years of administrative office experience at the central office levelpreferably in a school system or any equivalent combination of education training andexperience.
3. High degree of proficiency in Google Suite and Microsoft Office including Word and Excel. Other district software as required for the position.

SALARY RANGE: $65000 $75000

CLASSIFICATION: SINGLETON

PHYSICAL WORKING CONDITIONS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job the employee is frequently required to sit communicate or hear occasionally required to walk must be able to handle or feel objects tools or controls and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 10 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard at efficient speed.

REPORTS TO: SUPERINTENDENT AND CENTRAL OFFICE ADMINISTRATORS

OUR MISSION:
The Bellingham Public School Districts enrollment is approximately 1930 students and an organizational staff of 400 employees. The district is split into the following building grade levels:DiPietro Elementary (Preschool Grade 3 Stall Brook Elementary (Preschool Grade 3 Bellingham Memorial School (grades 47 and Bellingham High School (grades 812 and Keough Memorial Academy (grades 712 is our therapeutic day school for students with special needs.

Our core mission is to foster an environment in which students and staff have opportunities to reach their full potential. The Bellingham School District is committed to providing a challenging and academically motivating education where all students staff and families accept responsibility for education within their schools.

The School Committee and the Administrative Team support the District Improvement Plan and Strategic Plan. Our goal is to always reach for our vision: The Bellingham Public Schools in collaboration with students their families and the community will provide a safe learning environment where the unique strengths of every learner are enhanced and celebrated. We will work together to build a shared sense of pride in the Bellingham Public Schools by amplifying academic excellence increasing communication cultivating a positive climate improving social and emotional wellbeing and enhancing technology use and implementation.