To assist the School Committee with tasks necessary for the efficient operation of the School Committee.

Performance Responsibilities according to Open Meeting Law (MGL Chapter 30A) including but

are not limited to :

• Maintain strict confidentiality regarding all aspects of student, employee, district, school
• committee, and other business.
• Post meeting agenda 48 business hours prior to the meeting date and time. Example : If a meeting is to be held at 6 : 00pm Monday, the meeting packet has to be delivered by 6 : 00pm the preceding Thursday.
• Develop, print and disseminate meeting agenda and supporting documents to School
• Committee members no later than 24 business hours prior to the meeting. If a meeting is to be held at 6 : 00pm Monday, the meeting packet has to be delivered by 6 : 00pm the preceding Friday.
• Write a complete and accurate record of the meeting.
• Take and transcribe minutes at each meeting
• Make meeting minutes available for the Committee’s approval at their next scheduled meeting.
• Post approved minutes within 5 business days
• Maintain public comment (either submitted in writing or in person sign-up) for meetings.
• Research, organize, and / or prepare reports of pertinent data, as requested.
• Post documents, as deemed necessary by the Committee, for public comment.
• Prepare and submit newspaper ads for School Committee business : legal notices, etc.
• Perform clerical and / or recordkeeping duties.
• Update the on-line School Committee Policy Manual that is managed by MASC.
• Maintain School Committee section of HPS website.
• Maintain schedule appointments for meetings, appointments and conferences.
• Maintain positive working relationships with school committee members, staff and community members.
• Work collaboratively with staff to maintain the mission of Holyoke Public Schools.
• Perform any additional duties as assigned.

Hours :

• 10-20 hours per week
• The full School Committee can meet once or twice a month typically on Mondays.

Meetings typically begin at 6 : 00pm. Currently, there are five (5) Subcommittees : Diversity,

Equity, Inclusion / Finance / Joint City Council & School Committee / Local Control / Policy &

Governance. Subcommittees typically meet once a month; these meetings can begin as

early as 5 : 00pm.

Other hours to be mutually agreed upon during business hours

Qualifications :

• HS diploma and two (2) years experience as professional administrative assistant or
• equivalent experience.
• Excellent computer / technology skills including Google, PowerPoint, Zoom, Website
• maintenance.
• Sound judgment, problem solving skills, and the ability to maintain objectivity and fairness in dealing with people.
• Excellent written and oral communication skills.
• Superior organizational skills.
• Must be detail oriented.
• Such alternatives to the above qualifications as the School Committee may find
• appropriate and acceptable.

Physical Requirements :

• Activities also include moderate physical exertion in body movement such as reaching, bending, twisting, grasping, pushing, and pulling of objects.

The position requires lifting objects of 20 pounds on a frequent basis, and over 20 pounds occasionally.

There is a frequent requirement of fine manipulation associated with the required use of a computer, typewriter, keyboard, calculator, and other business machines.

Environmental Conditions :

The occupant is required to work indoors. The regular chemical solvents are toners and cleaning fluids.

Compensation :

The Administrative Assistant will be paid for the :

hours of the meeting (including 30 minutes to set-up and collect in person sign-up for public comment) time to develop meeting notes into minutes (typically half (1 2) the number of hours of the meeting) time to develop, copy and disseminate meeting packet time to complete correspondence as requested by School Committee

Reports to :

Superintendent of Schools and Vice Chairperson of School Committee

Evaluation :

• Evaluated within the first 90 days. Evaluated annually thereafter.

Last updated : 2024-05-23