Central Office Administrative Coordinator

TITLE: Central Office Administrative Coordinator QUALIFICATIONS: Associate’s degree preferred. Minimum of three years of administrative or clerical experience, preferably in a school or municipal setting. Proficiency in Microsoft Office, Google Workspace, and basic website management. Strong written and verbal communication skills. Excellent organizational and time management skills; ability to prioritize tasks and meet deadlines. Ability to handle confidential information with discretion. Capacity to work both independently and collaboratively. Experience with state databases (e.g., EPIMS, DESE) is preferred but not required. Experience with transportation coordination is preferred but not required. Ability to adapt to new technology systems and procedures. REPORTS TO: Superintendent of Schools JOB GOAL: To provide high-level administrative and clerical support to the Central Office administration and School Committee; assist with compliance, communications, transportation and organizational functions essential to district operations. This role ensures efficient workflow, accurate record-keeping, timely communications, and coordination of district-level initiatives and reporting, supporting the overall effectiveness of central office operations and student transportation. This position requires an early morning start time to support transportation. The Coordinator also keeps meeting minutes and the policy manual up to date for the School Committee, which requires monthly meetings at night. PHYSICAL REQUIREMENTS: The position requires talking and listening in person and via phone, frequent computer use, and periods of sitting, standing, walking, and light lifting (e.g., boxes of supplies or documents). The ability to navigate within and between school buildings is required. ENVIRONMENT CONDITIONS: Primarily indoors with regular exposure to standard office equipment. Occasional travel between schools or towns may be required for meetings or events. Some evening hours will be necessary for School Committee meetings or related functions. PERFORMANCE RESPONSIBILITIES: School Committee and District Operations Prepare and distribute School Committee agendas, post meetings, and maintain official minutes. Maintain and update records related to School Committee members including terms, ethics certifications, and MASC updates. Coordinate School Committee subcommittee agendas and postings. Support School Committee policy updates and archiving. Maintain accurate School Committee information on the GRSD website. Coordinate administrative materials for School Committee updates and recognitions. Sign and coordinate superintendent and chair signatures for diplomas. Coordinate Facility Use Requests in the online system and with internal and external stakeholders. Enter and maintain professional development schedules and sign-ups in the online system. Reporting, Compliance, and Records Assist with notices related to Home Schooling and School Choice; maintain public-facing website information. Maintain and update Home School and School Choice records and coordinate communications. Meet firm deadlines for the preparation of the School Choice Report and support related DESE reporting. Serve as the Directory Administrator for DESE. Support coordination of School Census reporting in collaboration with assigned personnel. Assist with preparing and tracking building use forms for events and meetings. Maintain and update information on the district website. Track snow days and assist with weather-related communications, including backup for no-school messages and updating the weather line. Communication and Marketing Serve as the district’s Public Information Officer, disseminating timely and relevant information to stakeholders. Liaise with the Wellness Center, Health Center, Council on Aging and other community organizations for Health Center access and forms. Transportation Submit student roster information to the bus company and ensure updates occur consistently. Maintain accurate bus assignments in PowerSchool and update public-facing transportation documents on the website. Engage with Pupil Services and transportation vendors to schedule and update specialized transportation throughout the year. Serve as the internal point of contact for transportation vendors and families with transportation concerns, questions, or needs. Communicate in a timely manner with the School Business Administrator and Building Principals regarding transportation delays and challenges as they arise. Central Office Support & Office Management Coordinate and schedule meetings with the Superintendent for staff and families; provide general support and problem-solving as needed. Support projects and assignments by the School Business Administrator, Human Resource Director, and Accountability and Grants Director. Provide focused administrative support on timelines for the development of the annual budget to the School Business Administrator. Draft and distribute the annual School Calendar and Annual Report. Collect and confirm Annual Town Meeting dates for all member towns. Sort and distribute incoming mail and correspondence. Maintain office supplies, records, and digital archives, including scanning fundraiser forms for tracking. Submit yearbook ads on behalf of the district administration and School Committee. Coordinate and order Superintendent’s Award materials for the senior awards ceremony. Process work permits during summer when guidance is unavailable. Reconcile monthly bank statements in collaboration with the business office. Provide clerical and organizational support to staff members handling EPIMS, DESE reports, GEMS, and census functions. Collaborate with HR, technology, business office staff and schools for responsibilities such as student obligations and fundraiser tracking. Provide additional assistance to administrative colleagues during high-volume or peak periods. Other duties as assigned by the Superintendent.

Salary : $50,000 - $70,000