Executive Assistant

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APS seeks a proactive Executive Assistant to the High School Principal in Andover. This full-time onsite role requires calendar and communications management, budget oversight in MUNIS, and handling purchase orders, student activities accounts, and eFunds; it also coordinates teacher evaluations, major events, and payroll for monitors and substitutes. Ideal candidates have 3–5 years of office and financial recordkeeping, strong MS Office and database skills, and experience with MUNIS, ASPEN, AESOP; NeoGov experience is a plus. Excellent communication, confidentiality, and multitasking are essential. To apply, tailor your CV to budgeting, procurement, payroll, and event coordination, highlight concrete results, and add a brief note on fit with APS values and diversity.

Posting number: S27172

Department: Andover High School

Job classification: Executive Assistant High School

Posting type: Open & Internal

Categories: Administrative Assistant

Summary

Performs a wide variety of complex administrative and secretarial duties under broad supervision of the High School Principal.  Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods.  Performs all other related work as required.

Examples of duties

Essential Functions: 

(The essential functions or duties 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.)

• Serves as the Principal’s primary liaison to ensuring all administrative and secretarial tasks are completed in a timely fashion; maintains the principal’s schedule and communicates work priorities to other administrative assistants. 

• Manages the budget with the principal developing the school year supply budget, inputs budget in MUNIS, monitors budget consistently through MUNIS and produces monthly budget reports. 

• Manages and coordinates the teacher evaluation schedule for the principal.

• Maintains supplies/purchase orders which include inventory and coordinating purchases.   Processes and tracks all purchase orders from ordering to delivery. 

• Responsible for the Student Activities Checking Account, including deposits, paying bills, and fiscal reports for approximately 60 club/student organization’s sub-accounts.   Updates club advisors periodically. 

• Monitors the online system eFunds (parents pay for varied school services through this fund).   Responsible for setup of payment items, monitors student lists, reconciles fund monthly and runs reports as needed. 

• Coordinates office workflow in particular facilitating special projects and works to utilize extra help as necessary for other departments. 

• Facilitates both parent and staff meetings on several virtual platforms.

• Communication responsibilities include managing parent messages through Blackboard, Schoology, handling phone calls and updating staff, as necessary. 

• Maintains school-wide calendar, calendar approval process and updates website.

• Works in conjunction with other support staff on bell schedules and ASPEN updates around calendar/bell schedule.

• Maintains and tracks student paperwork submission for all grade levels through ASPEN.   Keeps track of 9th grade proof of residency submissions. 

• Serves as the lead coordinator for organizing Graduation.   Duties include appropriating funding for graduation expenses, contacting venue, securing transportation, parent, Central Office and School Committee communications, organizing student/staff information and organization for the day of the event. 

• Maintains school-wide events calendar through Merrimack Valley.org.  Updates calendar events and other items on the website. 

• Manages the Punchard Grant in coordination with the Principal.  Schedules annual Directors Meeting, distributes information for teacher grant submissions, organizes grant submissions for Punchard approval and processes requests to access funds. 

• Administers weekly payroll for monitors, permanent substitutes, etc. 

• Facilitates coordination of special projects including 8th grade Family Night, Freshman Orientation, Open House, etc. and provides administrative oversite of PAC events such as teacher appreciation days and faculty luncheons and coordinates parent volunteers for high school projects. 

• Manages hiring processes through NeoGov for the Principal and administrative team which involves initiating the hiring process, scheduling interviews, and completing paperwork for hiring. 

• Prepares materials for new teachers

• Assists in the distribution of technology to students.

• Provides backup assistance for other office activities including attendance, parking, grades, awards, AESOP, events, etc. 

• Performs similar or related work as required, directed or as situation dictates. 

Qualifications

Recommended Minimum Qualifications:  

Education, Training and Experience:

High School education; Associates Degree preferred; specialization in computers and 3 – 5 years’ office experience and financial recordkeeping; or any equivalent combination of education and experience. 

Knowledge, Ability and Skill:

Knowledge:  Thorough knowledge of office procedures, practices, and terminology.  Knowledge of policies and procedures within a public-school environment.  Working knowledge of laws and policies relevant to the school’s work.  Knowledge of state regulations as they pertain to the maintenance and distribution of student records. 

Ability:  Ability to communicate effectively and tactfully with a wide variety of individuals including students, faculty, parents, and the public.  Ability to work on multiple tasks with frequent interruptions.  Ability to maintain utmost confidentiality with respect to student issues and other sensitive matters.  Ability to understand and explain basic policies and procedures to students and parents. 

Skill:  Superior administrative and secretarial skills.   Expertise and proficient skill in utilizing personal computers, popular word processing, database, and spreadsheet applications.  (Microsoft Office; web based such as MUNIS, ASPEN, AESOP) Excellent customer service, communication, and leadership skills. Strong organizational and multi-task skills. 

Complexity:  Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures, and practices. 

Independent Action:  Works under the administrative direction of the Building Principal, following department rules, regulations, and policies, requiring the ability to plan and perform operations, and to complete tasks according to a prescribed time schedule.  Refers all questionable cases to the supervisor. 

Supervisory Responsibility:  None. 

Supplemental information

Work Environment: 

Work is performed in an office environment.  Majority of work is performed in a moderately noisy work environment, with frequent interruptions. 

Operates computer, printer, scanner, calculator, telephone, copier, facsimile machine, and all other standard office equipment. 

Makes frequent contact with students, staff, Parent Advisory Council members, parents, School Superintendent and Business offices, school and town departments, and vendors.  Contact requires a high degree of tact and confidentiality.  Contact is in person, by telephone, email, and mail. 

Employee has access to sensitive and confidential information pertaining to students, staff, personnel files, and legal issues. Errors could result in delay or loss of service, and possible financial and/or legal ramifications.

 Physical Requirements: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; required to walk, must be able to handle or feel objects, tools, or controls; and reach with hands and arms.  

The employee must occasionally lift and/or move objects weighing up to 30 pounds.

  Vision and hearing at or correctable to normal ranges.  This position requires the ability to operate a keyboard and calculator at efficient speed.

Andover Public Schools (APS) seeks candidates who embody our ethos, which includes valuing the identities of all students, high expectations for all students, teaching excellence, collaboration, innovation, respect, and responsibility.

APS is committed to hiring and supporting a racially and ethnically diverse faculty and staff.  Racially and ethnically diverse teachers produce a myriad of positive outcomes for all students, especially the most historically marginalized students.