Administrative Specialist

FRAMINGHAM PUBLIC SCHOOLS

DEPARTMENT OF STUDENT REGISTRATION

TITLE:

Administrative Specialist

2025-2026 School Year

POSITION SUMMARY:

The Administrative Specialist is responsible for providing comprehensive administrative support to the Department of Student Registration. This role is crucial in ensuring the department and schools operate efficiently. Our goal is to provide families especially new ones with all the necessary information for a successful start of school. We strive to maintain efficient systems and processes and interact with district staff and the community to ensure that the student registration runs smoothly and provides high-quality service.

OUR MISSION:

Framingham Public Schools is committed to excellence for all students. A core value embedded in the districts philosophy and goals is that all children will learn. Offering an equitable access to education to all of our students hinges largely on providing the highest quality teachers in every school and classroom.

Diversity among teachers undoubtedly advances the academic achievement of students. Compliance obligations establish the baseline; as a district Framingham Public Schools are committed to achieving developing and maintaining a workforce reflective of the rich racial linguistic and cultural diversity of our students. Framingham Public Schools aims to teach our children and ourselves to be culturally proficient and inclusive in order to live learn and work together in a vibrant and diverse world.

Indeed Framingham Public Schools is committed to inspiring our school community to be accepting and willing to learn from individuals with differing backgrounds. Our goal is to reflect the diverse community we serve and create a great place to work for everyone by embracing the individual skills perspectives and experiences our people bring to the workplace and harnessing these for high performance and improved service delivery. We want our employees to feel included valued and respected and have access to equal opportunity which supports full participation at work. Framingham Public Schools seeks to retain the diverse talent in our workforce and support our people to maintain a long and productive working career.

Framingham Public Schools is dedicated to the goal of building a culturally diverse and pluralistic faculty committed to teaching and working in a multicultural environment and strongly encourages applications from minorities and women.

CERTIFICATES LICENSES REGISTRATIONS:

Candidate must possess a high school diploma or equivalent. An Associates degree from an accredited college or university preferred.

TRAINING AND EXPERIENCE:

Candidates who are fluent in Spanish are strongly preferred.

Minimum of five years experience in an office management environment.

SKILLS AND ABILITY:

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Demonstrated knowledge of computer use and appropriate applications including MS Office and databases. Ability to work as part of a team. Flexible timely ability to multitask and comfortable working in a fast-paced environment. Ability to work with a diverse population. Exceptional accuracy and attention to detail. Excellent organizational skills and demonstrated ability to carry out procedures involving multiple components and people. Demonstrated ability to communicate effectively verbally and in writing. Strong ability to maintain confidential information. Diplomacy and a warm customer service approach.

Knowledge of Aspen/X2 and Google Office preferred. Such alternatives to the above qualifications as the Framingham School Department may find appropriate and acceptable.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The essential functions or duties listed below are intended only as an illustration 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 work is similar related or a logical assignment to the position.

• Compose and respond to emails throughout the day promptly and professionally.
• Answer and appropriately direct telephone calls from outside vendors community organizations and interdepartmental personnel.
• Prepare meeting documents attend meetings as requested and take notes as necessary.

• Facilitate the registration process for both new and returning students.
• Support all aspects of student enrollment and registration activities.
• Welcome and assist parents visiting the Student Registration Department.
• Organize and handle filing and mailing tasks.
• Input pre-registration information into the student information system.
• Prepare and manage registration folders.
• Coordinate and schedule appointments including reminder calls to parents.
• Scan and digitize registration documents.
• Ensure all files are accurate and complete through thorough reviews.
• Collaborate with the Director or Registration Manager to allocate students to schools.
• Prepare and send assignment letters using mail merge techniques.
• Guide families through the Registration Gateway online registration process.
• Provide support to school administrative staff regarding student information system inquiries.
• Assist in maintaining compliance with the McKinney-Vento Homeless Education Act.
• Communicate McKinney-Vento rights to homeless families during registration.

Additional Responsibilities

Perform any other duties as assigned by the Director of Student Registration.

PHYSICAL WORKING CONDITIONS:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Employees work in an office with moderate noise levels (such as computers and printers) and controlled temperature conditions. The position requires frequent sitting standing walking and to reach with hands and arms occasionally. Ability to talk and to hear continuously. Ability to lift up to 20 pounds periodically. Finger dexterity is required continuously for the normal work shift such as for typing filing dialing the phone etc. Some travel between schools may be necessary so the ability to operate a motor vehicle and maintain a valid Drivers license is required; the employee shall be compensated per the contract with a travel allowance as the applicable rate per the Framingham Teachers Association Secretaries (Unit S) Contract.

REPORTS TO:

Director of Student Registration

SUPERVISORY RESPONSIBILITIES:

Not Applicable.

FAIR LABOR STANDARDS ACT (FLSA) CLASSIFICATION:

This position is classified as non-exempt.

TERMS OF EMPLOYMENT:

Covered under the Secretarial Contract (Unit S).

This is a twelve-month position.

During the school year staff shall work every other Monday from 8:00 am - 6:00 pm. On the week that staff worked on Monday until 6:00 p.m. staff will leave on Friday at 1:00 pm or 2:00 pm (if staff takes lunch break).

Framingham Public Schools provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race color religion sex national origin age disability or genetics. In addition to federal law requirements Framingham Public Schools complies with applicable state and local laws governing nondiscrimination in employment in every location in which the District has facilities. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training. Framingham Public Schools expressly prohibits any form of workplace harassment based on race color religion gender sexual orientation gender identity or expression national origin age genetic information disability or veteran status.

Framingham Public Schools provides equal employment. opportunities (EEO) to all employees and applicants for employment without regard to race color religion sex national origin age disability or genetics. In addition to federal law requirements Framingham Public Schools complies with applicable state and local laws governing nondiscrimination in employment in every location in which the District has facilities. This policy applies to all terms and conditions of employment including recruiting hiring placement promotion termination layoff recall transfer leaves of absence compensation and training. Framingham Public Schools expressly prohibits any form of workplace harassment based on race color religion gender sexual orientation gender identity or expression national origin age genetic information disability ancestry marital status or veteran status.

The Framingham Public Schools prohibit sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator. The notice of nondiscrimination is located at the Framingham Public Schools School Committee website.

Rev. 2026