FRAMINGHAM PUBLIC SCHOOLS

DEPARTMENT OF BUILDING & GROUNDS

TITLE:

Executive Assistant 

POSITION SUMMARY:

The 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.

OUR MISSION:

Framingham Public Schools is committed to excellence for all students. A core value, embedded in the district’s philosophy and goals, is that “all children will learn”. Offering equitable access to education to all of our students hinges largely on providing the highest quality teachers in every school and classroom.  

Diversity among teachers undoubtedly advances the academic achievement of students. Compliance obligations establish the baseline; as a district, Framingham Public Schools are committed to achieving, developing and maintaining a workforce reflective of the rich racial, linguistic, and cultural diversity of our students. Framingham Public Schools aims to teach our children, and ourselves, to be culturally proficient and inclusive in order to live, learn, and work together in a vibrant and diverse world.  

Indeed, Framingham Public Schools is committed to inspiring our school community to be accepting and willing to learn from individuals with differing backgrounds. Our goal is to reflect the diverse community we serve and create a great place to work for everyone by embracing the individual skills, perspectives and experiences our people bring to the workplace and harnessing these for high performance and improved service delivery. We want our employees to feel included, valued and respected and have access to equal opportunity, which supports full participation at work. Framingham Public Schools seeks to retain the diverse talent in our workforce and support our people to maintain a long and productive working career.

Framingham Public Schools is dedicated to the goal of building a culturally diverse and pluralistic faculty committed to teaching and working in a multicultural environment and strongly encourages applications from minorities and women.

CERTIFICATES, LICENSES, REGISTRATIONS:

Candidate must possess a high school diploma or equivalent with some advanced education in accounting and office management practices preferred. 

TRAINING AND EXPERIENCE:

Minimum of five years experience in an office management environment. Knowledge of Massachusetts State Procurement Laws preferred.

Framingham Public Schools seeks candidates whose background, teaching, or service has prepared them to contribute to our commitment to diversity and inclusion in all aspects of education. Also, we are interested in candidates who will bring to their professional practice the perspective that comes from a non-traditional educational background or an understanding of the experiences of those underrepresented in the educational field.

 
SKILLS AND ABILITY:

To 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 RESPONSIBILITIES:  

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.

• Oversee all communication channels as the primary point of contact for inquiries and messages to ensure timely and effective responses
• Manage 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-keeping
• Prepare 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.

  Other:

Assume additional responsibilities as directed by the Director of Buildings & Grounds.

PHYSICAL WORKING CONDITIONS:

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.

Employees work in an office with moderate noise levels (such as computers and printers) and controlled temperature conditions. The position requires frequent sitting, standing, walking, and to reach with hands and arms occasionally. Ability to talk and to hear continuously. Ability to lift up to 20 pounds periodically. Finger dexterity is required continuously for the normal work shift, such as for typing, filing, dialing the phone, etc. Some travel between schools may be necessary, so the ability to operate a motor vehicle and maintain a valid Driver’s license is required; the employee shall be compensated per the contract with a travel allowance as the applicable rate per the Framingham Teachers Association Secretaries (Unit S) Contract.

REPORTS TO:  

Director of Buildings & Grounds

The performance of this job will be evaluated as per the Framingham Teachers Association Secretaries (Unit S) Contract.

SUPERVISORY RESPONSIBILITIES:

Not Applicable.

FAIR LABOR STANDARDS ACT (FLSA) CLASSIFICATION:

This position is classified as non-exempt (hourly).

TERMS OF EMPLOYMENT:

Covered under the Secretarial Contract (Unit S).

This is a twelve-month position.

HELPFUL LINKS:

Framingham Policies & Procedures Handbook

Only online applications will be accepted. Click here to apply!

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. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training. Framingham Public Schools expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status.

The Framingham Public Schools prohibit sex discrimination in any education program or activity that it operates.  Individuals may report concerns or questions to the Title IX Coordinator.  The notice of nondiscrimination is located at the Framingham Public Schools School Committee website.

REv. 2024