Administrative Assistant to the Chief of Teaching & Learning (SY24-25)

Job Title: Staff Assistant

Reports to: Chief, Teaching & Learning

1. OBJECTIVE

The mission of the Office of Teaching & Learning is to ensure that all educators have access to the knowledge, skills, and resources that they need to provide every BPS student with a high-quality, culturally and linguistically sustaining, and well-rounded education that prepares them to actively and responsibly read, write, reason, communicate, create, and compute effectively within a global society. The Office of Teaching & Learning includes: English Language Arts, Math, Science, Social Studies/History, Visual/Performing Arts, Equitable literacy, Early Childhood, Health & Wellness, Academic Mentoring, School Libraries, MTSS (Multi-Tiered Support Systems, World Languages and the Office of Educator Development & Leadership

The Staff Assistant for the Office of Teaching & Learning is responsible for overall management of and coordination of the office. This position will serve as a liaison for the office to ensure the smooth flow of timely and accurate information needed for informed decisions that support quality assistance related to Teaching & Learning throughout Boston Public Schools (BPS). The Staff Assistant will develop systems for; filing, managing supplies and financial management for all aspects of both liaise with BPS finance and budget teams including payroll & Office of Human Capital to ensure accountability. This position also requires significant interaction within all the offices within BPS as well as external partners and will take direction from the Office of Teaching & Learning Finance Manager.

1. SCOPE

The Staff Assistant reports to the Chief of Teaching & Learning. 

1. ROLES AND RESPONSIBILITIES
2. Office Management:

• Customer service for BPS schools and families related to Teaching & Learning
• Manage multiple calendars
• Organize travel arrangements
• Answering the phone and respond to email inquiries
• Ordering of office/program supplies
• Organizing the office, filing, copying and faxing
• Collecting timesheets and reporting weekly hours into the BPS Financial System (PeopleSoft)
• Submitting by-weekly hours into the BPS Financial System (PeopleSoft) and sending the reports to payroll at Court Street
• Preparing and delivering invoices for payment to Accounts Department
• Putting systems in place to organize the Department more effectively
• New staff Orientations
• Event & project preparation, planning & staffing as part of the Department team
• Develop new systems for improvement of practice (meeting/training room calendar, department orientation manual etc)
• Other duties assigned

1. Financial Management

• Using the BPS Financial Systems (PeopleSoft) to input the following
• Requisitions
• Purchase Orders
• Receiving Purchase Orders
• Budget Journal Transfers
• Payroll/PS08-PS09
• Vendors Information
• Contracts
• Invoicing process
• Preparing Independent and Dependant Contracts
• Corresponding and coordinating with budget and finance staff, and budget offices to ensure contracts, invoices, and grants expenditures are processed in a timely manner.
• Requesting Vendor #’s
• Assist Chief of Teaching & Learning with scheduling

1. School Support

• Assist in managing multiple special projects and/or events relating to new initiatives and communications to school principals
• Provide appropriate and consistent communications, logistical, meeting and event support as requested
• Work closely with schools and offices to ensure requests are appropriately handled
• Answer field calls and communications from parents or guardians and direct to appropriate person/ department within the district
• Assist in the implementation of Teaching & Learning policies and procedures
• Perform other related duties and special projects as requested

1. DELIVERABLES

• Completion of payroll, purchase orders, contracts, and requisitions.
• Identify, implement and monitor a system to track and monitor the attendance of staff.
• Create reports on the status of the departments’ budgets and work-flow.

1. REPORTING AND EVALUATION

Supervision and Evaluation:

Chief, Teaching & Learning

1. QUALIFICATIONS

• 5-7 years full time work experience in this area
• Bachelor’s Degree or equivalent, preferred
• Strong written and verbal communication skills
• Strong organizational skills and efficiency in meeting deadlines
• Detailed orientated, effective organizational skills, and ability to coordinate multiple projects simultaneously
• Ability to work effectively and efficiently individually and in a team oriented, fast paced environment both within the department and across departments
• Ability to work with parents, administrators, teachers, and other staff, and members of the community
• Strong office management skills

Ability to speak, read and write in Spanish

• Ability to maintain confidentiality
• Mastery of Microsoft Office Suite; Word, Excel, PowerPoint
• Experience in budget and finance management, preferred
• City of Boston residency requirement

Union Code: Managerial, Tier C41

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate in its programs, facilities, employment, or educational opportunities on the basis of race, color, age, criminal record (inquiries only), disability, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics or military status and does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals’ dignity or interferes with their ability to learn or work.

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