Administrative Assistant: Executive Assistant to Superintendent - Long Term Sub

Administrative Support: •Manage the Superintendent’s calendar, including scheduling meetings and appointments. •Prepare and distribute correspondence, reports, presentations, and official documents on behalf of the Superintendent. •Act as the primary liaison between the Superintendent’s office and school staff, board members, parents, and community stakeholders. •Coordinate and prepare materials for School Committee meetings, including agendas, minutes, and official records. •Draft district-wide communications, policies, and procedures as needed. •Maintain accurate records, databases, and filing systems for district documentation. •Track deadlines, initiatives, and projects within the Superintendent’s office. •Screen and direct phone calls, emails, and mail; respond on behalf of the Superintendent when appropriate. •Support planning and coordination for district events, meetings, and public engagements. •Respond to Public Records requests in coordination with the Superintendent. •Update and distribute district-wide forms to relevant staff. •Assist with school calendar development in coordination with the Superintendent and School Committee. •Create and manage preschool tuition payment tracking spreadsheets and coordinate access. •Manage sign-in/sign-out for district credit cards and large deposits when necessary. •Perform additional administrative duties as needed to support Central Office operations. School Committee Support Services: •Post School Committee meetings in compliance with public notice requirements. •Attend all School Committee meetings; record, prepare, and post meeting minutes promptly. •Coordinate room scheduling and meeting logistics, including setup and technical needs. •Prepare and distribute meeting packets in advance of School Committee meetings. •Maintain and update the School Committee Policy Manual both online and in print. •Provide administrative support to the School Committee as requested. District Registrar Responsibilities: •Register new students and verify all required enrollment documentation. •Verify and update student residency status in compliance with district policy. •Request and distribute student records, including transcripts, IEPs, 504 Plans, and other documentation. •Enter new students into the student information system and notify relevant personnel. •Maintain and update registration and financial forms in coordination with the Business Administrator. •Submit Chapter 74 vocational program applications and confirm fall enrollment. •Support onboarding of new employees, including database entry and updates. •Enter and manage employee professional development points and provide annual summaries. School Choice Program Coordination: •Administer the School Choice Program in accordance with district and state policies. •Maintain and update program waitlists. •Notify families regarding acceptance or non-selection via phone, email, and mail. •Manage records and communication related to the School Choice Program. •Register accepted students and obtain school records for onboarding. Transportation Coordination: •Serve as liaison between families and the bus company for all transportation-related matters. •Coordinate bus route changes and add new students as needed. •Enter bus information into the student database. •Coordinate with Accounts Payable on fee payments and eligibility verification. •Distribute bus route information to families and staff. •Maintain a comprehensive transportation spreadsheet for audit and budget purposes. •Coordinate vocational student transportation and liaise with the vocational high school. •Manage district van key distribution and maintain usage records. Building Use Coordination & Facility Scheduling: •Manage building use applications and ensure policy compliance. •Maintain the district’s master building use calendar and communicate updates to stakeholders. •Issue invoices for facility use and ensure timely payments. •Coordinate custodial coverage for events and communicate assignments to HR/Payroll and custodial staff. •Share invoices with Accounts Payable for tracking. Financial & Operational Assistance: •Assist the Business Administrator with the annual School Attending Children Reporting. •Perform other duties as requested to support financial and operational functions.