Administrative Assistant - Business Office

The Weston Public Schools is seeking an Administrative Assistant to support the Business Office. This is a 12month position reporting to the Director of Finance. We are looking for a diverse pool of applicants who are inspired by our mission to educate equip and inspire all students to achieve their full potential and enrich their community.

The Weston Public Schools enrolls approximately 1960 students in prekindergarten through grade 12. The school district includes a high school for grades 912 a middle school for grades 68 an upper elementary school for grades 45 and two lower elementary schools for prekindergarten through grade 3. Since 1967 Weston has participated in METCO (Metropolitan Council for Educational Opportunity) a voluntary school integration program that places Boston residents in suburban schools. The Weston METCO program enrolls approximately 160 students (K12).

• Embrace the diversity of the Weston Public Schools by fostering an environment of respect and inclusion
• Provide clerical support to the Director of Finance
• Generate purchase orders and prepare vouchers
• Assist with the development and publication of the annual budget document budget publication mailing enrollment report and other School Committee reports as necessary
• Act as the liaison between the school department and the Towns insurance provider
• Manage the billing and collection of district tuition payments
• Act as a backup for Payroll
• Generate time and effort reports for each staff member who is charged to a federal grant
• Maintain the Free and Reduced school lunch program
• Process use of school facilities pool and playing field forms
• Coordinate with the Facilities Department to determine and assign custodial and grounds overtime and any special requirements associated with use of space requests
• Review custodial overtime sheets weekly for accuracy account charge and recordkeeping. Prepare bills for overtime and/or rental when necessary.
• Update and maintain school calendars and monthly outside activities lists
• Follow up bill collection process in a timely manner and prepare deposits to Town Hall within current fiscal year and follow up on Certificate of Liability insurance collection to ensure required coverage
• Communicate and coordinate with schools the Facilities Department and Athletics
• Work with the Director of Facilities to maintain documentation database for all school building projects
• Assist the public regarding availability of space
• Other duties as assigned

• Bachelors degree preferred; high school diploma and two years of college required and at least three years of off experience preferably in a school setting (or an equivalent combination of education training and experience)
• Results driven with excellent planning and a systems approach to project management
• Working knowledge of laws and policies relevant to the schools work
• Excellent customer service and interpersonal skills
• Strong computer skills including Microsoft Office and Google Suite
• Expertise in spreadsheets and database applications
• Strong written and verbal communication skills

This position is represented by the Weston Educational Administrative Assistants Association. The salary range for this position is $48963 $60442 per year and we anticipate an increase to the range as of July 1 2025 once the new collective bargaining agreement is finalized. Additionally Weston offers a comprehensive benefits package including subsidized health insurance and participation in the Middlesex County Retirement System. Professional growth is ongoing in Weston and supported through multiple opportunities both internally and externally.

The start date for this role is June 1 2025 but we can be flexible considering the time of year. The review of applications will begin immediately. but please note that while we will carefully review every application only candidates invited to advance in the hiring process will be contacted.