Administrative Specialist

FRAMINGHAM PUBLIC SCHOOLS
DEPARTMENT OF CURRICULUM, INSTRUCTION, AND ASSESSMENT
TITLE:
Administrative Specialist
Bilingual Portuguese and/or Spanish is preferred
POSITION SUMMARY :
The Administrative Specialist is responsible for providing comprehensive administrative support to the Department of Curriculum, Instruction, and Assessment. This role is crucial in ensuring the department and schools operate efficiently. The Administrative Specialist assists with day-to-day operations, planning and organization, maintaining efficient systems and processes, and interacting with district, community, families, and departmental personnel to ensure the Curriculum, Instruction, and Assessment office runs smoothly and effectively.
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 an equitable access to education to all of our students hinges largely on providing the highest quality teachers in every school and classroom. color: rgba(0, 51, 102, 1)">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. color: rgba(0, 51, 102, 1)">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. An Associate's degree from an accredited college or university is preferred.
TRAINING AND EXPERIENCE:
Minimum of five years experience in an office management environment.
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, ASPEN 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). The ability to communicate in multiple languages is preferred.
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, including ParentSquare, 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.
• Support families and community members in navigating curriculum, instruction, and assessment matters.
• Attend meetings as requested by the Director, taking detailed notes for accurate record-keeping
• Prepare and distribute agendas and meeting minutes, including research and supporting material.
• Update and maintain student data and enrollment information across various documents and platforms (onboarding materials, accountability trackers, enrollment spreadsheets, meeting schedules).
• Update and post relevant links and information on the Curriculum, Instruction, and Assessment (CIA) website.
• Process student and family requests related to Curriculum, Instruction, and Assessment (CIA) oversight (retentions, accelerations, testing, homeschooling, IRB applications, etc.), communicating approvals or denials.
• *Update and maintain data entries in relevant systems (X2 Aspen/SIS, Data Dashboard, CoGat, iReady).
• Support the Department in processing process requisitions and orders

Additional Responsibilities
Perform any other duties as assigned by the Director of Curriculum, Instruction, and Assessment as needed.
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 Curriculum, Instruction and Assessment.
SUPERVISORY RESPONSIBILITIES:
Not Applicable.
FAIR LABOR STANDARDS ACT (FLSA) CLASSIFICATION:
This position is classified as non-exempt.
TERMS OF EMPLOYMENT:
Covered under the Secretarial Contract (Unit S). color: rgba(0, 51, 102, 1)">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. 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.
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, ancestry, marital status, 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