Central Office Administative Assistant Position Available In Hampshire, Massachusetts

Central Office Administative Assistant
Gateway Regional School District
Gateway Regional School District – Huntington, Massachusetts Job Details

Job ID:

5239738

Application Deadline:

Jun 27, 2025 11:59 PM (UTC)

Posted:

Jun 16, 2025

Starting Date:

To Be Determined
Job Description

TITLE:

Central Office Administrative Assistant

QUALIFICATIONS

1.Associate’s degree preferred.
2.Minimum of three years of administrative or clerical experience, preferably in a school or municipal setting.
3.Proficiency in Microsoft Office, Google Workspace, and basic website management.
4.Strong written and verbal communication skills.
5.Excellent organizational and time management skills; ability to prioritize tasks and meet deadlines.
6.Ability to handle confidential information with discretion.
7.Capacity to work both independently and collaboratively.
8.Experience with state databases (e.g., EPIMS, DESE) preferred but not required.
9.Ability to adapt to new technology systems and procedures.
10.Competence with social media platforms and basic marketing strategies

REPORTS TO

Superintendent of Schools

JOB GOAL

To provide high-level administrative and clerical support to the Central Office administration and School Committee; assist with compliance, communications, and organizational functions essential to district operations. This role ensures efficient workflow, accurate record-keeping, timely communications, and coordination of district-level initiatives and reporting, supporting the overall effectiveness of central office operations. This position also keeps meeting minutes and the policy manual up to date for the School Committee, which requires monthly meetings at night.

PHYSICAL REQUIREMENTS

The position requires talking and listening in person and via phone, frequent computer use, and periods of sitting, standing, walking, and light lifting (e.g., boxes of supplies or documents). The ability to navigate within and between school buildings is required.

ENVIRONMENT CONDITIONS

Primarily indoors with regular exposure to standard office equipment. Occasional travel between schools or towns may be required for meetings or events. Some evening hours will be necessary for School Committee meetings or related functions.

HOURS:

This position is 30 hours (Monday-Friday) a week during the school year and 20 hours (Monday-Thursday) a week during July and August. December break is mandatory shut down and February and April Vacations are 20 hours.

PERFORMANCE RESPONSIBILITIES

School Committee and District Operations

• Prepare and distribute School Committee agendas, post meetings, and maintain official minutes.
• Maintain and update records related to School Committee members including terms, ethics certifications, and MASC updates.
• Coordinate School Committee subcommittee agendas and postings.
• Support School Committee policy updates and archiving.
• Coordinate administrative materials for School Committee updates and recognitions.
• Sign and coordinate superintendent and chair signatures for diplomas.
  Reporting, Compliance, and Records
• Assist with notices related to Home Schooling; maintain public-facing website information.
• Maintain and update School Choice records and coordinate communications.
• Assist in the preparation of the School Choice Report and support related DESE reporting.
• Serve as the Directory Administrator for DESE.
• Support coordination of School Census reporting in collaboration with assigned personnel.
• Assist with preparing building use forms for events and meetings.
• Maintain and update information on the district website, including postings, updates, and news.
• Track snow days and assist with weather-related communications, including backup for no-school messages and updating the weather line.
  Communication and Marketing
• Serve as the district’s Public Information Officer, disseminating timely and relevant information to stakeholders.
• Regularly update and monitor the district’s social media accounts (e.g., Facebook, Instagram), sharing announcements, events, and positive news stories to promote district accomplishments and community engagement.
• Compile and distribute the biweekly district newsletter, coordinating with schools and departments to highlight news, initiatives, and celebrations.
• Liaise with the Wellness Center, Health Center, and Council on Aging for employee access and forms.
  Central Office Support & Office Management
• Coordinate and schedule meetings with the Superintendent for staff and families; provide general support and problem-solving as needed.
• Support projects and assignments by the School Business Administrator, Human Resource Director, and Accountability and Grants Director.
• Draft and distribute the annual School Calendar and Annual Report.
• Manage district social media pages with informational updates and announcements.
• Collect and confirm Annual Town Meeting dates for all member towns.
• Sort and distribute incoming mail and correspondence.
• Maintain office supplies, records, and digital archives, including scanning fundraiser forms for tracking.
• Submit yearbook ads on behalf of district administration and School Committee.
• Coordinate and order Superintendent’s Award materials for the senior awards ceremony.
• Process work permits during summer when guidance is unavailable.
• Reconcile monthly bank statements in collaboration with the business office.
• Provide clerical and organizational support to staff members handling

EPIMS, DESE

reports, GEMS, and census functions.

• Collaborate with HR and business office staff for responsibilities such as student obligations and fundraiser tracking.
• Provide additional assistance to administrative colleagues during high-volume or peak periods.
• Other duties as assigned by the Superintendent.

Position Type:

Full-time