Extended School Year (ESY) Secretary

About the role

The Extended School Year (ESY) Secretary provides high-level administrative and clerical support, ensuring the efficient operation of the summer program's main office. This role is responsible for enhancing the organizational experience by managing student records, coordinating daily attendance, and facilitating clear communication between families, staff, and program leadership.

Responsibilities

• Manage the daily operations of the ESY program office, including answering phones, greeting visitors, and directing inquiries to the appropriate staff or departments.
• Responsible for the accurate collection and entry of daily student and staff attendance; maintain up-to-date program rosters and emergency contact information.
• Facilitate effective communication between the program and families regarding schedules, transportation updates, and program announcements.
• Organize and maintain confidential student files and program documentation in strict accordance with FERPA and district privacy protocols.
• Aid Program Coordinators in gathering and organizing staff time-sheets and attendance records for timely payroll submission.
• Support the On-Site Coordinator with the distribution of supplies, coordination of transportation manifests, and preparation of program materials.
• Aid the school nurse and administration in managing office-based student needs, including tracking incident reports or dismissal changes.
• Ensure a welcoming and culturally responsive office environment that reflects the diversity of the Framingham community.
• Other reasonable duties as assigned by the Extended School Year (ESY) Director.

Requirements

This role requires exceptional organizational skills, attention to detail, and the ability to manage multiple administrative projects in a fast-paced environment. This commitment aligns with Framingham Public Schools' high expectations for achievement, equal access to culturally responsive support, and a sense of belonging for all subgroups within our schools.

Qualifications

• A high school diploma or equivalent is required; additional post-secondary education in office administration or a related field is preferred.
• A minimum of one (1) year of experience in a clerical or secretarial role, preferably in a school or high-volume office setting, is required.
• Proficiency in office software (Google Workspace) and experience with student information systems (e.g., Aspen) is preferred.
• Fluency in Spanish and/or Portuguese is strongly preferred.

Skills

• Communication & Presentation: Communicate clearly and concisely in both oral and written forms; effectively present information and respond to questions from staff, parents, and the general public.
• Analytical Thinking & Problem Solving: Read, analyze, and interpret professional periodicals, technical procedures, and governmental regulations. Define problems, collect data, establish facts, and draw valid conclusions to inform decisions for student success.
• Relationship Building & Cultural Proficiency: Establish and maintain effective working relationships with students, caregivers, staff, and the community. Work with individuals and families of diverse backgrounds in an equitable, inclusive, and culturally proficient manner.
• Professionalism, Attendance & Adaptability: Maintain regular and punctual attendance to ensure consistent department operations and district-wide support. React professionally and objectively to unpredictable situations, such as behavioral issues or environmental changes, while maintaining a proactive, reflective, and solution-focused approach.
• Organizational Management: Work independently, prioritize tasks, and manage several projects simultaneously while maintaining strong organizational skills to balance the demands of a multi-tasking position.
• Compliance & Confidentiality: Perform duties with awareness of district requirements, state and federal laws, and Framingham Public Schools policies. Maintain appropriate confidential records in accordance with FERPA/603 CMR 28.00.
• Instructional Leadership: Apply knowledge of current research and theory in education. Demonstrate strong teaching, coaching, and leadership skills in a team setting.
• Technology: Operate and acquire skills in computer software, including Google Workspace, and use instructional technology appropriately to facilitate learning.

Benefits

The Extended School Year (ESY) Secretary role is covered under the Framingham School Committee Contract, which includes benefits such as health insurance, retirement plans, and paid time off.

Pay

The pay for this role is competitive and commensurate with experience, reflecting the importance of the role in supporting the summer program's success.

Schedule

The Extended School Year (ESY) Secretary role is in July and early August, with candidates required to attend all mandatory summer program orientation and training days.