Executive Assistant - Operations Facility

MASSILLON CITY SCHOOLS

EXTERNAL JOB POSTING

We are an Equal Opportunity Employer

Position: Executive Assistant (260 Day contract):

Building & Grounds

Food Service

Technology

Transportation

Building: Operations Facility

Effective Date: July 1 2025

Time Schedule: 8:30 AM 5:00 PM

Salary Rate: $51107

Reports to: Assistant Superintendent/Buildings & Grounds Supervisor Food Service Director Technology Director Transportation Director

Deadline: Until filled

Description: Provide clerical assistance for the efficient and effective operation of the school administrative offices. Assist where appropriate the classified staff as well as students parents and members of the community. Provides word processing desktop publishing scheduling of appointments general secretarial and various related assigned duties

Essential Functions:

• Ensure safety of students
• Perform duties of receptionist by answering telephone recording appropriate messages sorting/distributing mail and greeting visitors by operating door entrance system
• Operate all office equipment including copier fax machine and computer
• Prints forms brochures and booklets as directed
• Assist in the maintenance of the uniform filing system for all information and other pertinent data
• Handle routine correspondence independently
• Input information into and retrieve information from computer
• Prepare and maintain all classified files for the Assistant Superintendent and/or Designee
• Assemble items for the Board agenda and materials for each monthly board meeting
• Maintain files on substitute classified staff and distribute lists to all Building Principal(s)/designee(s)
• Performs Receptionist duties as needed
• Performs fingerprinting services as needed (be a notary to notarize needed documents)
• Prepares letters reports requisitions and other documents; proofs for accuracy
• Performs routine office duties
• Order and maintain office supplies
• Make contacts with the public with tact and diplomacy
• Maintain respect at all times for confidential information e.g. personnel files and evaluations
• Interact in a positive manner with staff students and parents
• Promote good public relations by personal appearance attitude and conversation

Specific Duties for:

BUILDINGS & GROUNDS

• Prepare invoices/monthly statements for payment
• Prepare expense spreadsheets & budget amounts for review
• Prepare emails to all custodial staff
• Prepare blanket requisitions for approved vendors
• Assist with substitute call off and scheduling of substitutes at all buildings
• Maintain Facility rentals and assignmentof custodial coverage

FOOD SERVICE

DAILY

• Update edit or enter any new free & reduced meal applications & handle related issues
• Enter cafeteria deposit information & print reports

• Prepare and mail notification letters and assist with verifications
• File misc. cafeteria invoices & papers sent from the cafeterias (via daily courier)
• Invoice any clubs organizations or school PTOs
• Prepare emergency requisitions as needed
• Type &/or email miscellaneous letters &/or memos to cooks subs parents or vendors.
• Make copies & distribute various forms & reports as needed
• Assist Director with employee call-offs/sub placement entering editing or reporting student information payroll parent & vendor phone calls and auditing/reporting information
• Assist cooks with numerous duties including food & cafeteria supply orders equipment repair or computer issues employee problems/questions menus point of sale/manager software questions & reports
• Order office postage & copier supplies for the Administration Office mail room as needed
• Assist visitors Administration & school staff
• Prepare and sort all outgoing/incoming US mail
• Receive incoming deliveries from UPS FedEx etc.

MONTHLY

• Prepare invoices/monthly statements for payment
• Prepare expense spreadsheets & month-end food service & postage account reports
• Type copy & distribute menus to all schools
• Prepare blanket requisitions for all vendors (August and September) as needed
• Assist with monthly head cook meetings

ANNUALLY (start of school or year-end)

• Prepare blanket requisitions for all vendors as needed
• Prepare and mail notification letters and assist with verifications
• Prepare all materials for the start and end of the school year
• Assist with required in-services.
• Assist with Summer Food Service Program arrangements

TECHNOLOGY

Perform a wide variety of written verbal and action responsibilities in support of the Technology Management Team and daily technology objectives that include but are not limited to:

• Maintain schedule correspondence communications and log for Technology Depart.
• Answer phones respond to mail record messages and deliver appropriate responses
• Process data & forms
• Maintain inventory & data bases for Technology Department involving confidential files & records
• Secure access account and personal codes in confidential situations
• Prepare media presentations
• Write memos and letter via computer
• Process deposits requisitions and purchase orders
• Mail student invoices
• Perform various clerical duties requested by the Technology Director
• Perform other such duties as assigned by the Assistant Superintendent/Designee and the Technology Director

TRANSPORTATION

• Attendance for drivers and substitutes
• Field trips (Billing changes cancellations etc.)
• Student bus records
• Budget and order of supplies
• Requisitions
• Payroll
• Operating radio equipment
• Answering telephone
• Data entry
• Update and use transportation software work with building secretaries
• Prepare organize driver notebooks for staff meetings
• Assist potential new employees with application process
• Perform other such duties as assigned by the Assistant Superintendent/Designee and the Technology Director

Other Duties and Responsibilities:

• Demonstrates regular and punctual attendance
• Demonstrates a positive work ethic
• Works cooperatively with others in small groups
• Perform other duties as assigned by the Superintendent Assistant Superintendent/Designee

Qualifications:

• High school diploma or general education degree (GED)
• Training and/or experience which evidences a basic knowledge of word processing secretarial duties and communication skills (verbal and written)
• Such alternatives to the above qualifications as the Superintendent and/or Board of Education may find appropriate

Required Knowledge Skills and Abilities:

• Ability to work effectively with others
• Ability to communicate ideas and directives clearly and effectively both orally and in writing
• Effective active listening skills
• Organizational and problem solving skills
• Ability to handle a multitude of tasks simultaneously and in a timely manner

Equipment Operated:

• Computer/printer
• Calculator/adding machine
• Telephone
• Fax machine
• Postage meter
• Poster printer
• Copy machine
• Fingerprinting system
• Scanner
• Digital camera
• Electric shredder
• Binding machine

Additional Working Conditions:

• Frequent repetitive hand motion e.g. computer keyboard typing
• Frequent interruption of duties by students visitors staff and/or telephone
• Occasional to work overtime evenings and/or weekends
• Regular requirement to sit stand walk read hear see speak reach stretch with hands and arms crouch kneel climb and stoop
• Occasional requirement to lift carry push and pull various supplies and/or equipment up to a maximum of 50 pounds
• Occasional requirement to travel
• Occasional operation of a vehicle in inclement weather conditions i.e. being prepared to come to work on all school days except calamity days

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbents supervisor appointing authority.