Executive Assistant to the Assistant Superintendent

Westerly Public Schools•Westerly, RI

10h•$26 - $29

About The Position

The incumbent serves as the executive assistant to the Assistant Superintendent of Schools; managing correspondence, communication and other routine matters, maintaining records and data and generating reports. This individual must maintain confidentiality and exercise discretion regarding work related issues and activities; to do related work as required.

Requirements

Familiarity with the principles and practices of public administration
Demonstrated ability to problem solve and innovate
Ability to exercise a high degree of initiative and good judgment
Ability to understand, follow and communicate complex written and verbal instructions
Ability to maintain strictest confidence in personnel and other sensitive issues
Thorough knowledge of Microsoft Office especially Word, Excel and PowerPoint Google Suite
Manage financial documents, purchasing and budgetary processes including those associated with federal grants
Excellent communication skills including writing and editing correspondence, creating announcements, articles, newsletters, district-to-community publications, letterhead, and media communications; as well as verbal skills to communicate procedure, oversee processes, and share information.
Coordinate logistics of district-level professional development activities
Strong Customer Service skills including pleasant telephone manner and follow up on issues that cannot be immediately resolved.
Ability to gather information, maintain records and produce reports
Ability to establish and maintain effective working relationships with other departments, public and private organizations, department personnel and the public at large
Working knowledge of a variety of automated office equipment (including Fax, Phone, Copier, Printer, Scanner, and USPS postage meter) and the ability to use that equipment to communicate effectively and professionally
Post social media and website content
Devise systems and procedures to improve efficiency
The incumbent should have experience based on one (1) to three (3) years of employment in municipal, state, or federal government or any combination of education and experience that shall be substantially equivalent to the above education and experience requirements.
High School Diploma or equivalent is required.
Must be legally authorized to work in the United States
Must provide a current national background check without disqualifying results at time of hire

Nice To Haves

Adobe Photoshop, preferred.
An associate's degree is preferred.

Responsibilities

Schedules events, appointments, meetings, and training sessions for the Assistant Superintendent of Schools and other administrators and makes all necessary arrangements including documents, binders, room reservations, and all other requirements.
Screens telephone calls for the Assistant Superintendent of Schools and other Administrators and assists telephone callers for the Assistant Superintendent of Schools and other Administrators whenever possible.
Greets and screens visitors providing responses to inquiries whenever possible.
Opens, organizes, and reviews the mail daily for the Assistant Superintendent of Schools and other Administrators; handling various inquiries/requests when appropriate.
Assists the Assistant Superintendent of Schools and of School Committee members in preparing for the Health and Wellness subcommittee meetings and serves as secretary for the subcommittee at their meetings.
Maintains School Committee policy book on the WPS share drive and on the WPS website.
Using Microsoft Office and Google Workspace, creates and maintains spreadsheets and performs data entry in a variety of circumstances.
Maintains all files for Assistant Superintendent of Schools and other Administrators.
Assists with the implementation and monitoring of federal and state grants.
Tracks and maintains teacher certification records and professional development hours in accordance with state mandates.
Serves as the primary liaison between the district and families requesting to homeschool.
Coordinates student teacher placement requests with colleges and universities.
Assists in preparing and maintaining the annual budget for the Office of the Assistant Superintendent.
Performs other work as required.