26-27 Head Clerk / Administrative Assistant

Somerville Public Schools • Somerville, MA

16h • Onsite

About The Position

Provides senior level administrative support to school / program leadership staff so as to contribute to the promotion of a positive learning environment, school and district culture, strong community connection, and positive student outcomes; supervises and engages other administrative support staff to assist in meeting these and other school / program goals. The essential functions or responsibilities listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position Responsible for routine to complex administrative and clerical work in organizing and carrying out office functions involving the administration of major programs or service; Works under the general direction of the Department Head administering departmental rules, regulations and policies; Formulates independent decisions as needed regarding operations, procedures, policies and plans at the departmental level; Supervises administrative support activities performed within the office, including but not limited to administrative procedural management, data maintenance and processing and records management, collection and reporting of statistics, accounting functions and any other major functions specific to operations of the department; Contributes to the evaluation process of administrative support staff; Assists the Department Head in the development and implementation of policy, procedure, and processes to ensure that job, and department goals are met; Contributes to and supports a positive organizational culture; Provides orientation, training and professional development for subordinate administrative staff in the use of office technology, procedures, systems and processes; Accepts and responds to inquiries from various stakeholders (i.e. department personnel, parents/guardians, and outside agencies) and assists in creating and maintaining strong relationships with these to assist the department / school in meeting goals; Maintains systems, processes and procedures to ensure the confidentiality of records; Prepares letters, reports, and other documents for the department and/or instructional programs; May process department payroll time reports; Manages special projects that require the expertise of the senior administrative support; Serves as liaison between the department and Central Office relative to all administrative matters associated with the operation of the school / department; Prepares reports and communications to staff, students and other stakeholders for the Department Head; Performs other duties consistent with the scope and responsibility of the position as assigned, as may be required, and as may be requested by the Principal, Department Head or their designee.

Requirements

• Ability to effectively manage administrative systems, processes, and procedures
• Excellent communication skills
• Demonstrated ability to exercise sound, independent judgement
• Knowledge of school / department operations, policies and procedures
• Ability to exercise and promote excellent customer service skills and create and maintain solid stakeholder relationships
• Excellent organizational skills
• Ability to effectively supervise, direct and evaluate the work flow and job performance of subordinates
• Contributes to the evaluation of other support staff
• Superior knowledge of administrative technology applications including but not limited to MS Office, student information systems, accounting and record keeping and other current administrative applications
• Excellent analytical skills
• Five years of administrative support experience with progressive responsibility
• Acceptable combination of experience and education

Nice To Haves

• Post-secondary studies in an appropriate field preferred

Responsibilities

• Responsible for routine to complex administrative and clerical work in organizing and carrying out office functions involving the administration of major programs or service
• Works under the general direction of the Department Head administering departmental rules, regulations and policies
• Formulates independent decisions as needed regarding operations, procedures, policies and plans at the departmental level
• Supervises administrative support activities performed within the office, including but not limited to administrative procedural management, data maintenance and processing and records management, collection and reporting of statistics, accounting functions and any other major functions specific to operations of the department
• Contributes to the evaluation process of administrative support staff
• Assists the Department Head in the development and implementation of policy, procedure, and processes to ensure that job, and department goals are met
• Contributes to and supports a positive organizational culture
• Provides orientation, training and professional development for subordinate administrative staff in the use of office technology, procedures, systems and processes
• Accepts and responds to inquiries from various stakeholders (i.e. department personnel, parents/guardians, and outside agencies) and assists in creating and maintaining strong relationships with these to assist the department / school in meeting goals
• Maintains systems, processes and procedures to ensure the confidentiality of records
• Prepares letters, reports, and other documents for the department and/or instructional programs
• May process department payroll time reports
• Manages special projects that require the expertise of the senior administrative support
• Serves as liaison between the department and Central Office relative to all administrative matters associated with the operation of the school / department
• Prepares reports and communications to staff, students and other stakeholders for the Department Head
• Performs other duties consistent with the scope and responsibility of the position as assigned, as may be required, and as may be requested by the Principal, Department Head or their designee.

Benefits

• Salary and benefits are governed by the AFSCME Clerical Union collective bargaining agreement.
• Compensation is based on education and years of experience.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed