Confidential Administrative Assistant, Office of the Assistant Superintendent

Malden Public Schools • Malden, MA

2d • Onsite

About The Position

The Confidential Secretary serves a critical role in supporting the leadership of the Assistant Superintendent(s) and the organizational coherence of the district overall. This position serves as the primary point of contact with the public, including the parents and caregivers of the students in our schools.

Requirements

• Successful experience as an administrative assistant
• Associate’s degree in public administration or a related field
• Demonstration of exceptional English communication skills (both verbal and written)
• Microsoft OneDrive and/or Google Drive proficiency

Nice To Haves

• Experience in urban public-school settings
• Bachelor’s degree
• Proficiency in one or more languages other than English
• References affirming the candidate’s strong organizational capacity and effective interpersonal and customer service skills
• Familiarity with or willingness to learn website management platforms
• Familiarity with or willingness to learn graphic design software (e.g., Adobe InDesign, Canva)
• Familiarity with or willingness to learn the professional use of social media to support organizational objectives
• Experience working with municipal financial departments

Responsibilities

• District Point of Contact for the General Public: Assist parents, caregivers and members of the public with general inquiries and/or concerns, whether communicated via electronic mail, telephone, or other means. Answer calls to the main district telephone line, maintaining a respectful, professional and kind demeanor. Carefully document inquiries and concerns relayed to the district office and forward communications to appropriate district office or to the school principal. Notify the Assistant Superintendent or other district administrator when follow-up is needed to resolve the issue reported. As needed, refer parents, caregivers, and other members of the public to the most relevant district office or school staff members.
• Confidential Administrative Assistant to the Assistant Superintendent(s): Oversee the daily operations of the Office of the Assistant Superintendent, including but not limited to: Attending to day-to-day clerical needs. Managing phone calls and correspondence (including electronic mail). Maintaining a current and organized filing system. Creating/updating documents as needed to support the work of the Assistant Superintendent and their support of schools. Manage the Assistant Superintendents’ calendars by arranging meetings and conferences, scheduling interviews and appointments, and performing other duties related to maintaining and effective schedule. Attend meetings as needed, assisting in the preparation of the agenda maintaining notes for the reference of principals, directors, and other staff, and ensuring that all needed materials are ready for use. Engage in project management and the prioritization of multiple projects and work flows. Collaborate with administrators and staff both at the Central Office and at schools to gather and disseminate information. Prepare documents and presentations for the Assistant Superintendent to present to the School Committee, district staff, and various other audiences. Assist in the communication of important information via the district website, the district’s official social media channels, and other communications platforms as needed.
• General Expectations: Maintain a high level of personal integrity and a strong work ethic. Demonstrate strong interpersonal skills, modeling patience and professionalism in interactions with district staff, elected officials, and members of the public. Maintain confidentiality. Perform other duties as assigned by the Assistant Superintendent(s).

Benefits

• Salary to be negotiated with the Superintendent of Schools
• Benefits as established for all administrative positions
• Performance-based evaluation and compensation in accordance with School Committee policy

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree