Executive Assistant - Student Services

MASSILLON CITY SCHOOLS

EXTERNAL JOB POSTING

“We are an Equal Opportunity Employer”

Position: Executive Assistant (260 Day contract):

              Student Services

Building: Massillon City Schools Administrative Offices

Effective Date:  June 15, 2026

Time Schedule: 7:30 AM – 4:00 PM

Salary Rate: $51,107

Reports to: Director of Student Services / Designee

Deadline:  Until filled

Description: Provide clerical assistance for the efficient and effective operation of the Office of Student Services.

Essential Functions:

• Ensure safety of students

• Provides clerical services

• Organizes office activities

• Takes the initiative to perform routine tasks independently

• Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records

• Enter EMIS Data Entry/Reporting-and compliance reports 

• Provide SameGoal Administrative and document management 

• Processing of records requests and required records retention 

• Provide assistance in the development of department requisitions, purchase orders and accounts management

• Maintain confidentiality of student records at all times 

• Maintains an orderly work area.  

• Upholds board policies and follows administrative procedures

• Promotes a professional image of  the school district

• Encourages community partnerships that enhance district programs.  

• Respects personal privacy

• Maintains the confidentiality of privileged information

• Answers the telephone and directs calls based on the nature of the inquiry

• Takes/delivers messages.  

• Manages calls efficiently to keep telephone lines open.  

• Maintains an office calendar

• Schedules appointments as directed.  

• Acknowledges visitors and determines the reason for their visit

• Answers questions, verifies  appointments and directs visitors to the appropriate person or office.  

• Keeps current with program, policy, and procedure changes. Helps keep students, parents, and  staff informed about relevant issues.  

• Uses tact and problem-solving techniques to address customer service concerns.   

• Refers inquiries requiring policy interpretation to administrative staff.  

• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store,  retrieve, scan, modify, print, etc.). 

• Verifies the accuracy of database information as directed.   

• Composes and types routine correspondence, memos, notes, forms, etc.   

• Collects, compiles, edits, and types statistical data and reports as directed.   

• Uses photocopy/duplicating equipment. Fixes minor malfunctions. Contacts vendors as needed.   

• Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).

• Processes mail and faxes (i.e., incoming, outgoing, and interoffice).  

• Types, duplicates, assembles, and processes routine and special mailings    

• Prepares complete and systematic financial records as directed. Assembles data for financial  analysis/forecasting when requested. 

• Works cooperatively with auditors.  

• Prepares purchase orders as directed. Maintains procurement information (e.g., transmittal letters,  contracts, confirmations, warrants, price agreements, etc.).  

• Monitors and reorders office supplies to maintain reliable service levels.   

• Maintains forms related to administrative procedures and program functions.

• Obtains vendor price quotes. 

• Prepares comparative data (e.g., warranties, discounts, delivery  dates, etc.).  

• Helps prepare and distribute bid packages (e.g., notices, specifications, forms, etc.)

• Processes approved invoices for payment

• Maintains a completed payment file.   

• Helps maintain fixed asset records. Updates the inventory list and depreciation schedules. Prepares end-of-year reports.  

• Discards archived records following the board-adopted records retention/disposal schedule.

• Takes precautions to ensure safety. Monitors situations that may indicate a problem.Works with supervisors to eliminate unacceptable risks.  

• Keeps current with advances in office technology. Updates office procedures. 

• Places calls for maintenance and repair services as directed.  

• Cross-trains with other support staff as directed. Offers assistance when needed.

• Participates in staff meetings and professional growth opportunities as directed.

• Maintains a professional appearance. Wears work attire appropriate for the position

• Strives to develop rapport and serves as a positive role model for others.

• Provides prompt notification of absences.  

• Performs other specific job-related duties as directed. 

• Other duties as assigned by the Director of Student Services and Special Education Director or designee  

  
  

  QUALIFICATIONS 

• High school diploma or general education degree (GED) – proof required 

• Successful completion of a background check 

• Proven computer related skills related to state mandated guidelines for student data entry

  
  

   REQUIRED KNOWLEDGE, SKILLS AND ABILITIES 

• Maintain respect at all times for confidential records relating to students and staff. These include but are not limited to: Confidential records, custodial papers, IEP’s, birth certificates, grades, medications, health records, court documents, papers, and written communication 

• Work in a collaborative manner with other office personnel, students, staff and administrators 

• Interact in a positive and professional manner with staff, students, and parents 

• Promote good public relations by personal appearance, attitude and conversation 

• Train, supervise and evaluate student worker performance 

• Operate office equipment 

• Work in Microsoft Office, Excel, and databases 

• Ability to email and open electronic attachments 

• Attend meetings, in-services, & training sessions as needed 

• Communicate ideas effectively both orally and in writing Effective, active listening skills

• Organizational and problem solving skills 

• Handle multiple tasks in a timely and simultaneous manner 

• Knowledge of Massillon City Schools policies and guidelines 

  
  

  EQUIPMENT OPERATED 

• Telephone 

• Computer/printer 

• Copy machine 

• Typewriter 

• Calculator 

• Paper Shredder 

• Fax machine 

• Postage machine 

• Hand Held Radio 

• Other equipment as needed 

  
  

  ADDITIONAL WORKING CONDITIONS 

• Exposure to blood, bodily fluids, tissues and contagious diseases 

• Interactions among unruly children 

• Repetitive hand motion, e.g., computer keyboard, typing 

• Interruption of duties by students, visitors, staff and/or telephone 

• Requirement to work overtime 

• Exposure to loud noises 

• Requirement to travel 

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 incumbent’s supervisor, appointing authority.

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 incumbent’s supervisor, appointing authority.

Salary : $51,107