Executive Assistant

FRAMINGHAM PUBLIC SCHOOLSDEPARTMENT OF BUILDING & GROUNDSTitleExecutive AssistantPosition SummaryThe Executive Assistant will provide comprehensive administrative support to the Department of Buildings and Grounds. This individual plays a vital role in ensuring the efficient operation of the department and support of the out school programs sites. To assist in day-to-day operations, planning and organization, maintaining efficient systems and processes, and interacting with district, community and City personnel, in order to support high quality and efficient running of the Buildings and Grounds main office.Certificates, Licenses, RegistrationsCandidate must possess a high school diploma or equivalent with some advanced education in accounting and office management practices preferred.Training And ExperienceMinimum of five years experience in an office management environment. Knowledge of Massachusetts State Procurement Laws preferred.Skills And AbilityTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Computer skills and knowledge of appropriate applications including Microsoft Office, X2, MUNIS and Google are essential. Demonstration of supervisory skills and commensurate experience, ability to establish and maintain organized office systems and procedures, effective interpersonal skills, ability to communicate effectively verbally and in writing, ability to maintain the confidentiality of information, ability to take notes and transcribe information, ability to work independently and take initiative to recommend and pursue relevant projects and ability to conduct research and produce reports. Ability to embrace and adapt to changes in procedures and job duties, if needed, due to process improvement, change in law and/or new systems that may be implemented to better streamline the needs of the department(s).Essential Duties And ResponsibilitiesThe 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.Oversee all communication channels as the primary point of contact for inquiries and messages to ensure timely and effective responsesManage calls, messages, emails, and daily requests efficiently and professionally.Provide calendar support to the Director for organized schedules and effective appointment management.Attend meetings as requested by the Director, taking detailed notes for accurate record-keepingPrepare and distribute agendas and minutes for all meetings, including research and supporting material.Assist in the hiring process by scheduling and participating in interviews, as well as following up with candidates.Handle the scheduling of interviews and the necessary paperwork for all new Buildings & Grounds employees through the Human Resource Information System, which includes temporary and seasonal staff.Collaborate closely with the Office of Human Resources to process all necessary documentation generated by the Buildings & Grounds department.Prepare documents using Microsoft Office applications, including Word, Excel, PowerPoint, Publisher, as well as Google Docs, MUNIS, X2, and other department-specific software.Process weekly payroll, manage billhead expenditures, and reconcile Veritime accounts.Support the Director in developing the operating budget.Review records from the Human Resource Information System for necessary approvals and payments.Process accident reports and maintain communications with the City Human Resources Department, including updating required documentation for workers’ compensation.Create job postings for external recruitment.Coordinate and submit regulatory and annual reports, such as IPM-DOA, AHERA, DCAMM, DEP Source Registration, Lead and Drinking Water, to local, state, and federal agencies.Monitor the progress of planned projects and associated operating budgets, identifying potential issues and gaps.Maintain an up-to-date department staff roster, phone list, and seniority list to ensure operational efficiency.Serve as a resource for other office staff as needed.Manage employee files, including tracking vacation, sick leave, and personal time.Process annual allowances in accordance with the Unit C contract.Handle sick leave incentives.Assist the Maintenance Supervisor of Buildings & Grounds with tasks as directed by the Director concerning service contracts.Work collaboratively with the Director of Buildings & Grounds on special projects related to service contracts as needed.OtherAssume additional responsibilities as directed by the Director of Buildings & Grounds.Reports ToDirector of Buildings & GroundsThe performance of this job will be evaluated as per the Framingham Teachers Association Secretaries (Unit S) Contract.Supervisory ResponsibilitiesNot Applicable.Fair Labor Standards Act (flsa) ClassificationThis position is classified as non-exempt (hourly).Terms Of EmploymentCovered under the Secretarial Contract (Unit S). This is a twelve-month position.Framingham Public Schools provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Framingham Public Schools complies with applicable state and local laws governing nondiscrimination in employment in every location in which the District has facilities.

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