Confidential Administrative Assistant, Office of the Assistant Superintendent

Confidential Administrative Assistant, Office of the Assistant Superintendent

The 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 Public

• Assist parents, caregivers and members of the public with general inquiries and/or concerns, whether communicated via electronic mail, telephone, or other means.
1. Answer calls to the main district telephone line, maintaining a respectful, professional and kind demeanor
2. Carefully document inquiries and concerns relayed to the district office and forward communications to appropriate district office or to the school principal
3. Notify the Assistant Superintendent or other district administrator when follow-up is needed to resolve the issue reported
4. As needed, refer parents, caregivers, and other members of the public to the most relevant district office or school staff members

Confidential Administrative Assistant to the Assistant Superintendent(s)

• Oversee the daily operations of the Office of the Assistant Superintendent, including but not limited to:
1. Attending to day-to-day clerical needs
2. Managing phone calls and correspondence (including electronic mail)
3. Maintaining a current and organized filing system
4. Creating/updating documents as needed to support the work of the Assistant Superintendent and their support of schools
• Manage the Assistant Superintendents' calendars by arranging meetings and conferences, scheduling interviews and appointments, and performing other duties related to maintaining and effective schedule
• Attend 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 use
• Engage in project management and the prioritization of multiple projects and work flows
• Collaborate with administrators and staff both at the Central Office and at schools to gather and disseminate information
• Prepare documents and presentations for the Assistant Superintendent to present to the School Committee, district staff, and various other audiences
• Assist in the communication of important information via the district website, the district's official social media channels, and other communications platforms as needed

General Expectations

• Maintain a high level of personal integrity and a strong work ethic
• Demonstrate strong interpersonal skills, modeling patience and professionalism in interactions with district staff, elected officials, and members of the public
• Maintain confidentiality
• Perform 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 desirable
• References affirming the candidate's strong organizational capacity and effective interpersonal and customer service skills
• Demonstrated technical proficiency in:
• Microsoft OneDrive and/or Google Drive Required
• Familiarity with or willingness to learn website management platforms
• Familiarity 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 objectives
• Experience working with municipal financial departments Preferred

Reports To: Assistant Superintendent of Teaching and Learning and the Assistant Superintendent of Student Services

Terms 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: $60,000

To Apply: Submit letter of interest highlighting qualifications for the position via School Spring.

Equal Opportunity Employer: The 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.