Secretary and Communications Liaison to the School Committee

at  Wakefield Public Schools

Job Description

JOB DESCRIPTION

Function:
To act as the Secretary and Communication Liaison to the School Committee. This includes developing, posting and distributing meeting agendas and materials in consultation with the Superintendent and School Committee Chair; prepares and distributes each meeting’s informational packet, takes minutes at School Committee and subcommittee meetings, and assists the Committee in all administrative aspects of their duties.
Duties & Responsibilities:
1. Creates various permanent records, primarily, but not limited to, meeting minutes of all public meetings and executive sessions of the School Committee and, as requested, meetings of sub-committees. The Secretary must be available to attend all School Committee meetings to their full completion and maintain a reasonable level of flexibility to attend meetings based on the needs of the Committee and/or Superintendent.
2. Helps to prepare, formulate, gather and present School Committee meeting agendas and each meeting’s packet of informational materials, including updating items needing to be addressed from previous meetings, in collaboration with the Superintendent and Chair of the School Committee.
3. Maintains the official minutes and website postings of the School Committee meetings and has the responsibility to handle all official committee records, including updates to the School Committee meeting schedule and member roster.
4. Maintains the School Committee portion of the District website, posting meetings, agendas, packets, minutes, member contact information, etc.
5. Prepares and presents for approval the minutes of each School Committee meeting; in consultation with Superintendent and School Committee Chair prepares and distributes to each member of the Committee, the Superintendent, Assistant Superintendent, Business Administrator, Program Directors, Principals and WEA Unit A President a copy of the agenda and packets of information for future meetings.
6. Prepares all correspondence to/from the Committee as directed by the School Committee Chair and Superintendent.
7. Releases approved information concerning Committee business to the press, at the direction of the Chair of the School Committee and/or the Superintendent.
8. Working with the school business office, orders and maintains supplies as needed for the School Committee.
9. Notifies Committee of upcoming MASC meetings and conferences, as well as other professional development opportunities, and assists members in the registration process.
10. Maintains a high level of confidentiality for all work performed and for all meetings attended.
11. Other than during meetings themselves, and meeting prep-work that may be need to be done at a school office location (e.g. the Superintendent’s Office, other work is expected to be performed at the Secretary’s home or other location of their choice

Job Requirements

• Associates degree or higher preferred.
• Experience as an administrative assistant and communications secretary, in a school system or administrative office preferred.
• Experience with the open meeting law preferred.
• Thorough knowledge and appropriate use of grammar, spelling, sentence and paragraph construction, and acceptable business and/or public sector correspondence practices.
• Proficiency and familiarity with technology and social media platforms for communication. This includes computer/software programs, including Google Apps, Microsoft Office, Adobe and the use of general office equipment required.
• At least 2 years of relevant experience preferred
• Citizenship, residency or work visa require

Personal Qualifications:

• Emotional maturity, professional competence and personal integrity.
• Demonstrates neatness in appearance, exhibits professional mannerisms, and takes pride in producing quality documents in the workplace.
• Patience and tact in dealing with the public-at-large and town leaders, as necessary.
• Ability to quickly adjust to changes in scheduling format and presentation

14. PERFORMS OTHER GENERAL RELATED TASKS AS MAY BE ASSIGNED BY THE SCHOOL COMMITTEE CHAIR OR SUPERINTENDENT IN A TIMELY MANNER.

Typical Annual Schedule:
1. The School Committee typically meets the 2nd and 4th Tuesdays of each month at 7:00pm.
2. Executive Sessions are called as needed and tend to occur on the same night as School Committee public meetings.
3. There are generally two to three sub-committee meetings per month, with days and hours varied as driven by member schedules and the needs of the full Committee.
Compensation:
1. The Secretary to the School Committee will be a part time employee of the Wakefield Public Schools, and subject to eligibility, have the same rights and obligations of other employees of the Wakefield Public Schools and the Town of Wakefield.
2. The Secretary shall be compensated $250 per regular or special meeting of the full School Committee, including all above related duties.
3. The Secretary shall be compensated $125 per regular or special meeting of any official sub-committee, including all above related duties.
4. The Secretary shall be compensated $50 per hour for any Executive Session of the full School Committee or any official sub-committee, including all above related duties. There shall be a one-hour minimum commitment for payment

5. THE SECRETARY SHALL BE PAID A FLAT RATE OF $100.00 PER WEEK, FOR UP TO TWO WEEKS PER MONTH, FOR ATTENDING TO ADMINISTRATIVE/MISCELLANEOUS DUTIES NOT OTHERWISE COVERED IN THE COURSE OF PREPARING FOR OFFICIAL SCHOOL COMMITTEE MEETINGS AND THE DEVELOPMENT AND REVIEW OF MEETING MINUTES.

Job Requirements

• Associates degree or higher preferred.
• Experience as an administrative assistant and communications secretary, in a school system or administrative office preferred.
• Experience with the open meeting law preferred.
• Thorough knowledge and appropriate use of grammar, spelling, sentence and paragraph construction, and acceptable business and/or public sector correspondence practices.
• Proficiency and familiarity with technology and social media platforms for communication. This includes computer/software programs, including Google Apps, Microsoft Office, Adobe and the use of general office equipment required.
• At least 2 years of relevant experience preferred
• Citizenship, residency or work visa required

Personal Qualifications:

• Emotional maturity, professional competence and personal integrity.
• Demonstrates neatness in appearance, exhibits professional mannerisms, and takes pride in producing quality documents in the workplace.
• Patience and tact in dealing with the public-at-large and town leaders, as necessary.
• Ability to quickly adjust to changes in scheduling format and presentation.

Application Procedure & Timetable:

• Applicants shall submit a letter of application, current resume, and relevant data that will support their candidacy for this position.
• Applicants must be willing to comply with the new SAFIS fingerprint requirements and to sign a Criminal Offender Record Information Release and have no recorded serious violation that would prevent hiring in this position.
• The position is open until filled, but we shall follow the timeline below:
• job vacancy posted on November 13, 2024;
• applications accepted until December 2, 2024;
• screening & initial interviews conducted with subcommittee
• recommended candidate(s) to attend a meeting of the full School Committee for a public interview and possible appointment;
• Interested candidates shall submit their application materials by December 2, 2024 to: