Administrative Assistant to the Superintendent & Assistant Chief Officer of Curriculum & Leadership

Posting number: 26-27-00027

Department: BOARD OF EDUCATION

Job classification: Administrative Assistant to the Superintendent and to the Assistant Chief Officer of Curriculum and Leadership

Posting type: Open

Categories: Administrative Assistant

SummaryProvides administrative and operational support to the Superintendent of Schools and the Assistant Chief Officer of Curriculum and Leadership.

Preference will be given to current Town of Greenwich employees who are members of GMEA. Examples of dutiesEducation and Experience:
Associate’s degree, plus three (3) years of progressively responsible administrative support experience, preferably in a public school district, government agency, or executive office environment.

Qualifications:
Demonstrated ability to communicate effectively, both orally and in writing.

Demonstrated ability to manage multiple priorities and perform effectively in a fast-paced environment.

Demonstrated proficiency in Microsoft Office Suite, Google Workspace, financial management systems, and web-based content management systems.

Demonstrated ability to exercise independent judgement, solve problems, and make sound administrative decisions.

Demonstrated ability to maintain confidentiality and appropriately handle sensitive information.

Demonstrated ability to maintain financial records and process purchasing and payment transactions accurately.

Demonstrated ability to establish and maintain effective working relationships with administrators, employees, parents, community members and public officials.

Exam:
100% Written
Pass/Fail Computer Skills QualificationsDepartment:        Board of Education      
Union:                   GMEA                                      
Grade:                   A                       
FLSA:                    Non-Exempt
Reports to:           Superintendent of Schools


Duties and Responsibilities:
Oversees calendar management, meeting coordination, travel arrangements, correspondence, and preparation of reports and presentations.

Serves as the primary point of contact for the Superintendent’s Office, responding to inquiries from employees, parents, students, community members, government agencies, and other stakeholders. Resolves routine matters independently and refers issues to appropriate personnel as necessary.

Administers the District’s Freedom of Information (FOI) request process, including receiving, tracking, processing, and maintaining records of requests and responses in accordance with applicable laws, regulations and District procedures.

Coordinates meetings, professional learning activities, leadership team meetings and special events, including scheduling, logistics, agendas, materials and minutes.

Coordinates district communications and information management activities. Assists with the preparation, review, distribution, and maintenance of district communications, announcements, memoranda, reports, and related materials.

Develops, maintains, and distributes the annual district calendar and communicates revisions, schedules, events, and important dates to appropriate stakeholders.

Serves as central point of contact during emergencies and urgent situations. Ensures timely communication of critical information to District leadership and assists with emergency response coordination as directed.

Processes purchase orders, invoices, payment requests, including summer school orders as requested, and other financial transactions for the Superintendent’s Office and the Office of Curriculum and Leadership. Assists with budget monitoring and maintains accurate financial records.

Coordinates employment posting activities and hiring-related communications in collaboration with Human Resources.

Maintains confidential records, files, and sensitive information in accordance with district policies and applicable laws.

Coordinates purchasing of office supplies, instructional materials, professional development resources, and other approved expenditures.

Performs other related duties as assigned.

Supports Town policies and philosophies. Supplemental informationAll positions may be subject to an interview process.  The Town reserves the right to limit the number of qualified candidates who will be invited to participate in the examination, or any part thereof.

All outside candidates will be required to undertake and successfully pass a pre-employment medical examination, which includes a substance abuse test that includes testing for THC (the psychoactive ingredient in marijuana), given at the Town's expense prior to employment if conditionally offered a part time, full time or safety sensitive position.

The Town of Greenwich has implemented a policy of background investigations all full and part time positions prior to hiring as part of the reference checking procedures for outside candidates. The investigation will only be conducted as the last step prior to an offer. Refusal to sign the release form will terminate the candidate's further consideration.