Extended School Year (ESY) Secretary

Framingham Public Schools • Framingham, MA

2d • Onsite

About The Position

The Extended School Year (ESY) Secretary provides high-level administrative and clerical support, ensuring the efficient operation of the summer program’s main office. This role is responsible for enhancing the organizational experience by managing student records, coordinating daily attendance, and facilitating clear communication between families, staff, and program leadership. Key responsibilities include maintaining accurate documentation, managing office logistics, and serving as the welcoming first point of contact for the school community. The Extended School Year (ESY) Secretary requires exceptional organizational skills, attention to detail, and the ability to manage multiple administrative projects in a fast-paced environment. This commitment aligns with Framingham Public Schools’ high expectations for achievement, equal access to culturally responsive support, and a sense of belonging for all subgroups within our schools.

Requirements

• A high school diploma or equivalent is required; additional post-secondary education in office administration or a related field is preferred.
• A minimum of one (1) year of experience in a clerical or secretarial role, preferably in a school or high-volume office setting, is required.
• Proficiency in office software (Google Workspace) and experience with student information systems (e.g., Aspen) is preferred.
• Communicate clearly and concisely in both oral and written forms; effectively present information and respond to questions from staff, parents, and the general public.
• Read, analyze, and interpret professional periodicals, technical procedures, and governmental regulations.
• Define problems, collect data, establish facts, and draw valid conclusions to inform decisions for student success.
• Establish and maintain effective working relationships with students, caregivers, staff, and the community.
• Work with individuals and families of diverse backgrounds in an equitable, inclusive, and culturally proficient manner.
• Maintain regular and punctual attendance to ensure consistent department operations and district-wide support.
• React professionally and objectively to unpredictable situations, such as behavioral issues or environmental changes, while maintaining a proactive, reflective, and solution-focused approach.
• Work independently, prioritize tasks, and manage several projects simultaneously while maintaining strong organizational skills to balance the demands of a multi-tasking position.
• Perform duties with awareness of district requirements, state and federal laws, and Framingham Public Schools policies.
• Maintain appropriate confidential records in accordance with FERPA/603 CMR 28.00.
• Apply knowledge of current research and theory in education.
• Demonstrate strong teaching, coaching, and leadership skills in a team setting.
• Operate and acquire skills in computer software, including Google Workspace, and use instructional technology appropriately to facilitate learning.
• Must move throughout school buildings and grounds frequently; navigate quickly across even or uneven surfaces to respond to student needs or emergencies.
• Often remains in a stationary position for administrative tasks, such as reporting and data entry.
• Ability to read and input digital and printed data (e.g., complex IEP/evaluative reports) using office productivity machinery.
• Frequent use of hands/arms to operate technology and handle instructional or administrative tools.
• Ability to lift at least 20 lbs (e.g., books, supplies, or medical/adaptive equipment).
• Must see and hear on a continuous basis to ensure student safety in a dynamic environment.
• Works in a school setting with moderate-to-high noise levels; requires the ability to maintain focus amid frequent interruptions.
• Ability to physically engage with and redirect students who exhibit challenging or aggressive behaviors to maintain a safe learning environment.
• Sufficient physical strength and agility to manage active behavioral interventions and ensure student supervision during periods of emotional dysregulation.
• Must frequently sit, stoop, kneel, crouch, or crawl to interact with early childhood students at their eye level.
• Ability to lift and/or move at least 40 lbs (e.g., lifting small children, moving play equipment, or utilizing adaptive medical equipment).
• Directly responsible for safety and well-being; includes potential exposure to bodily fluids or pathogens associated with early childhood care (e.g., diapering and toileting).
• Candidates must be available to attend all mandatory summer program orientation and training days.
• Consistent attendance for the full duration of the summer programming is a prerequisite for eligibility and continued employment in this role.

Nice To Haves

• Fluency in Spanish and/or Portuguese is strongly preferred.
• Current employees of Framingham Public Schools are preferred.

Responsibilities

• Manage the daily operations of the ESY program office, including answering phones, greeting visitors, and directing inquiries to the appropriate staff or departments.
• Responsible for the accurate collection and entry of daily student and staff attendance; maintain up-to-date program rosters and emergency contact information.
• Facilitate effective communication between the program and families regarding schedules, transportation updates, and program announcements.
• Organize and maintain confidential student files and program documentation in strict accordance with FERPA and district privacy protocols.
• Assist Program Coordinators in gathering and organizing staff time-sheets and attendance records for timely payroll submission.
• Support the On-Site Coordinator with the distribution of supplies, coordination of transportation manifests, and preparation of program materials.
• Assist the school nurse and administration in managing office-based student needs, including tracking incident reports or dismissal changes.
• Ensure a welcoming and culturally responsive office environment that reflects the diversity of the Framingham community.
• Other reasonable duties as assigned by the Extended School Year (ESY) Director.

What This Job Offers

• Career Level: Entry Level
• Education Level: High school or GED