Confidential Administrative Assistant, Office of the Assistant Superintendent

Confidential Administrative Assistant, Office of the Assistant SuperintendentThe 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.Duties and Responsibilities:District Point of Contact for the General PublicAssist 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 demeanorCarefully document inquiries and concerns relayed to the district office and forward communications to appropriate district office or to the school principalNotify the Assistant Superintendent or other district administrator when follow-up is needed to resolve the issue reportedAs needed, refer parents, caregivers, and other members of the public to the most relevant district office or school staff membersConfidential 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 needsManaging phone calls and correspondence (including electronic mail)Maintaining a current and organized filing systemCreating/updating documents as needed to support the work of the Assistant Superintendent and their support of schoolsManage the Assistant Superintendents' calendars by arranging meetings and conferences, scheduling interviews and appointments, and performing other duties related to maintaining and effective scheduleAttend 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 useEngage in project management and the prioritization of multiple projects and work flowsCollaborate with administrators and staff both at the Central Office and at schools to gather and disseminate informationPrepare documents and presentations for the Assistant Superintendent to present to the School Committee, district staff, and various other audiencesAssist in the communication of important information via the district website, the district's official social media channels, and other communications platforms as neededGeneral ExpectationsMaintain a high level of personal integrity and a strong work ethicDemonstrate strong interpersonal skills, modeling patience and professionalism in interactions with district staff, elected officials, and members of the publicMaintain confidentialityPerform other duties as assigned by the Assistant Superintendent(s)Qualifications:Successful experience as an administrative assistant— Required (experience in urban public-school settings strongly preferred)Associate's degree in public administration or a related field —Required (Bachelor 's degree very desirable)Demonstration of exceptional English communication skills (both verbal and written); proficiency in one or more languages other than English very desirableReferences affirming the candidate's strong organizational capacity and effective interpersonal and customer service skillsDemonstrated technical proficiency in:Microsoft OneDrive and/or Google Drive —RequiredFamiliarity with or willingness to learn website management platformsFamiliarity 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 objectivesExperience working with municipal financial departments —PreferredReports To:Assistant Superintendent of Teaching and Learning and the Assistant Superintendent of Student ServicesTerms of Employment:Twelve-month (12) work year. 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.Salary: $60,000To Apply: Submit letter of interest highlighting qualifications for the position via School Spring.Equal Opportunity EmployerThe Malden Public Schools is committed to cultivating an ethnically, racially, and linguistically diverse and inclusive environment where different backgrounds and perspectives are celebrated. We believe the differences within our environment will positively impact student outcomes and benefit our employees and community. We are proud to be an equal opportunity employer. We are committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation. Malden School District