POSITION TITLE: Executive SecretaryCLASSIFICATION: Full time twelve-month; exempt; confidentialWORK SCHEDULE: Monday-Friday on a schedule to be determined by the Superintendent/Principal; occasional work outside regular work hoursGENERAL SUMMARYThe Executive Secretary provides high-level administrative support to the Principal ExecutiveAssistant to the Superintendent and other administrators as needed. This role involves frequentinteraction with staff students families and the public and requires professionalismconfidentiality and exceptional organizational JOB FUNCTIONSMaintain professional confidentiality in all matters.2. Demonstrate professional phone etiquette active listening and courteouscommunication.3. Manage the Principals day-to-day schedule including appointments meetings andexternal events.4. Oversee calendar management for the Principal and the schools master calendarincluding staff schedules field trips assessments athletics events and more.5. Prepare the annual school calendar for School Committee approval.6. Use technology tools effectively to create correspondence reports newsletters andvarious documents.7. Respond to and manage mail and email directed to the Principals office.8. Receive and process employee grievances as directed by the Principal.9. Maintain confidential personnel records including evaluations and disciplinarydocuments.10. Oversee data management in the student information system (Aspen) includingscheduling grades and student records.11. Prepare the Principals recommendations for collective bargaining.12. Prepare agendas and scripts for meetings and hearings; attend and take minutes asrequired.13. Draft School Committee meeting agendas and memos upload materials to BoardDocsand coordinate presentations certificates and invitations.14. Serve as Recording Secretary for the School Council; coordinate elections prepareagendas attend meetings and produce minutes.15. Support the Vocational Coordinators office with Cooperative Placement administration.16. Manage and reconcile the Principals office budget; assist in developing the annualbudget.17. Coordinate and attend school events such as Staff Opening Day Parent Nights AwardsNight and Graduation.18. Prepare and update the student and employee handbooks including all enclosures.19. Coordinate communication and deadlines related to student grade reports and report carddistribution.20. Maintain updated emergency contact information for faculty and staff.21. Maintain personnel records in Aspen including MEPIDs (state IDs).22. Create data validation and export files in Aspen for DESE (EPIMS SCS SIMS).23. Process and validate DESE reports and data submissions.24. Assist with maintaining the school websites folders.25. Provide support to the Executive Assistant to the Superintendent as needed.26. Maintain regular attendance and punctuality.27. Perform general office tasks such as filing photocopying and document management.28. Carry out additional related duties as assigned.
Executive Secretary
