Extended School Year (ESY) Secretary

Extended School Year (ESY) Secretary

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.

Framingham Public Schools (FPS) is committed to excellence for all students and to creating a workforce that reflects our community's rich racial, linguistic, and cultural diversity. Guided by our mission to empower free-thinking, responsible citizens, we value inclusion, equity, and cultural responsiveness in all we do. FPS strives to provide a safe and welcoming environment where every student and staff member can thrive. We actively seek educators and staff who are committed to antiracism, social justice, and civic engagement. We strongly encourage applications from individuals with disabilities and from members of historically underrepresented groups.

Framingham Public Schools is an Equal Opportunity Employer committed to building a culturally responsive, antiracist, and inclusive community where all individuals are valued, respected, and supported to thrive.

Framingham, Massachusetts, is a vibrant and diverse suburban community located 20 miles west of Boston, serving as a major hub in the MetroWest area. It successfully blends urban convenience with the comfort of New England neighborhoods, characterized by cultural diversity and a strong community spirit.

A key asset is the Framingham Public School system, which is committed to equity, inclusion, and student success across its nine elementary schools, three middle schools, and Framingham High School. The district is recognized for its dual language programs, comprehensive special education services, and dedication to serving a diverse student population, preparing all learners for college and careers.

Framingham is also home to Framingham State University and offers abundant outdoor opportunities, including Cushing Memorial Park and Callahan State Park. With its blend of educational resources, accessibility, and dynamic community life, Framingham is a welcoming place to live and grow.

Current employees of Framingham Public Schools are preferred.

Framingham Public Schools seeks candidates whose background, teaching, or service has prepared them to contribute to our commitment to diversity, inclusion, and belonging in all aspects of education.

• Educational Requirement: A high school diploma or equivalent is required; additional post-secondary education in office administration or a related field is preferred.

• Professional Experience: 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.

• Specialized Knowledge: Proficiency in office software (Google Workspace) and experience with student information systems (e.g., Aspen) is preferred.

• Language Proficiency: Fluency in Spanish and/or Portuguese is strongly preferred.

To perform this job successfully, an individual must satisfactorily perform each essential duty. The requirements listed below represent the knowledge, skills, and abilities required:

• Communication & Presentation: Communicate clearly and concisely in both oral and written forms; effectively present information and respond to questions from staff, parents, and the general public.
• Analytical Thinking & Problem Solving: 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.
• Relationship Building & Cultural Proficiency: 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.
• Professionalism, Attendance & Adaptability: 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.
• Organizational Management: Work independently, prioritize tasks, and manage several projects simultaneously while maintaining strong organizational skills to balance the demands of a multi-tasking position.
• Compliance & Confidentiality: 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.
• Instructional Leadership: Apply knowledge of current research and theory in education. Demonstrate strong teaching, coaching, and leadership skills in a team setting.
• Technology: Operate and acquire skills in computer software, including Google Workspace, and use instructional technology appropriately to facilitate learning.

The essential functions or duties listed below are intended only as an illustration 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 work is similar, related, or a logical assignment to the position.

• 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.

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Mobility & Navigation: Must move throughout school buildings and grounds frequently; navigate quickly across even or uneven surfaces to respond to student needs or emergencies.
• Stationary Tasks: Often remains in a stationary position for administrative tasks, such as reporting and data entry.
• Technology & Data: Ability to read and input digital and printed data (e.g., complex IEP/evaluative reports) using office productivity machinery.
• Manual Dexterity: Frequent use of hands/arms to operate technology and handle instructional or administrative tools.
• Physical Strength: Ability to lift at least 20 lbs (e.g., books, supplies, or medical/adaptive equipment).
• Sensory Requirements: Must see and hear on a continuous basis to ensure student safety in a dynamic environment.
• Working Environment: Works in a school setting with moderate-to-high noise levels; requires the ability to maintain focus amid frequent interruptions.
• Crisis Management: Ability to physically engage with and redirect students who exhibit challenging or aggressive behaviors to maintain a safe learning environment.
• Physical Stamina: Sufficient physical strength and agility to manage active behavioral interventions and ensure student supervision during periods of emotional dysregulation.
• Interaction Level: Must frequently sit, stoop, kneel, crouch, or crawl to interact with early childhood students at their eye level.
• Physical Lifting: Ability to lift and/or move at least 40 lbs (e.g., lifting small children, moving play equipment, or utilizing adaptive medical equipment).
• Hygiene & Safety: Directly responsible for safety and well-being; includes potential exposure to bodily fluids or pathogens associated with early childhood care (e.g., diaper