Central Office and Technology Department

• ACCOUNTANT
• ACCOUNTING CLERK
• ACCOUNTS PAYABLE CLERK & RECEPTIONIST
• BOOKKEEPER/PAYROLL COORDINATOR
• COMPUTER USER SUPPORT SPECIALIST
• DISTRICT DATA FACILITATOR
• ELA/Humanities Instructional Strategist
• EXECUTIVE ASSISTANT to the SUPERINTENDENT, ASST SUPERINTENDENT, BUSINESS MANAGER, and the SCHOOL BOARD
• HUMAN RESOURCES COORDINATOR
• NETWORK & COMPUTER SYSTEMS ADMINISTRATOR
• OFFICE MANAGER - SPECIAL SERVICES DEPARTMENT
• Student Pathways Coordinator
• VOLUNTEER COORDINATOR

ACCOUNTANT

QUALIFICATIONS:

1. Education/Certification: Bachelor’s degree in Accounting or Business Administration, with an emphasis on accounting or equivalent work experience. Holds a valid State of Maine Criminal History Records Check Approval.

2. Special Knowledge/Skills:

   1. Experience in computerized accounting systems, spreadsheets and word processing

   2. Ability to understand financial accounting issues and perform complex financial calculations

3. Ability to work independently with a high degree of accuracy and organization

4. Must be team oriented with excellent interpersonal and communication skills

5. Must be willing to participate in ongoing in-service training as requested

6. Must maintain a high level of ethical behavior and confidentiality of information as required by law

7. Experience: Demonstrated aptitude or competence for successful fulfillment of assigned responsibilities

 

REPORTS TO: 

School Department Business Manager

JOB GOAL: 

To assist in the administration of the school and town’s financials so as to provide the maximum services for account reconciliations.

PERFORMANCE RESPONSIBILITIES:

This position will have primary responsibilities for the reconciliation of general ledger and liabilities accounts, including but not limited to:

1. Bank account transactions and statements

2. Accounts receivable, not including taxes receivable

3. Health and dental statements to employee withholding accounts and expense accounts

4. Expense and revenue subsidiary accounts to expense and revenue control accounts

5. Budget reconciliations, budget authorizations to expense and revenue budget amounts

6. Assists with payroll rates and contracts

7. Other reconciliations as needed or assigned

PREPARES REPORTS, INCLUDING BUT NOT LIMITED TO:

1. Monthly expense and revenue reports to the town council, department directors, school business manager and town finance director

2. Monthly budget analysis: actuals compared to projected, and identifying potential under/over expenditures or revenue

3. Grant reports

4. Audit reports which includes, but is not limited to preparing draft reports, compiling requested samples, tracking questions on exceptions received by the auditors
   

EQUIPMENT USED: 

Computer, printer, calculator, telephone, copy machine, fax machine, and other general office equipment.

WORKING CONDITIONS: 

Mental demands:  calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing.  Physical demands:  sitting, standing, climbing stairs, lifting (up to 25 lbs.), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating office equipment.  Environmental conditions:  inside, working around moving objects, working alone, willingness and ability to work with others, to share and cross-train in order to promote the concept of “teaming” and a “team approach” in order to meet the needs of the office.

TERMS OF EMPLOYMENT:

1. Eight (8) hours per day/260 days per year.

2. Compensation in accordance with recommendations established by the superintendent of schools and business manager.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The business manager will perform the evaluation.  The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE: 

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

APPROVED:

October 12, 2021

ACCOUNTING CLERK

QUALIFICATIONS:

1. Education/Certification: Associates degree or certificate program in accounting or relevant experience. Holds a valid State of Maine Criminal History Records Check Approval.
2. Special Knowledge/Skills:
   1. Experience in computerized accounting systems, spreadsheets and word processing.
   2. Ability to understand financial accounting issues.
   3. Ability to work independently with a high degree of accuracy and organization.
   4. Must be team oriented with excellent interpersonal and communication skills.
   5. Must be willing to participate in ongoing in-service training as requested.
   6. Must maintain a high level of ethical behavior and confidentiality of information as required by law.
3. Experience: Demonstrated aptitude or competence for successful fulfillment of assigned responsibilities.

REPORTS TO:

School Department Business Manager and Town Finance Director. 

JOB GOAL:

To assist in maintaining accurate financial records for the Town of Cape Elizabeth.

PERFORMANCE RESPONSIBILITIES:

This position will have primary responsibilities for maintaining security, compliance, accountability, and operational efficiency within our organization’s financial processes, including but not limited to the following:

1. Overseeing financial transactions with vendors, contractors and suppliers. This may involve processing invoices, managing payment schedules, and verifying accuracy of financial transactions.
2. Assisting with improving processes for credit card transactions, and utility payments. This will include monthly maintenance of these operations.
3. Assisting with technology needs related to the Enterprise ERP financial software. This will include assisting employees with technology issues and training.
4. Assisting with ensuring compliance with grant requirements, accurate reporting, and proper allocation of funds.
5. Other reconciliations as needed or assigned.

PREPARES REPORTS, INCLUDING BUT NOT LIMITED TO:

1. Monthly credit card expense reports.
2. Monthly utility expense reports.
3. Grant reports.
4. Audit reports which includes, but is not limited to preparing draft reports, compiling requested samples, tracking questions on exceptions received by the auditors.

EQUIPMENT USED:

Computer, printer, calculator, telephone, copy machine, fax machine, and other general office equipment.

WORKING CONDITIONS:

Mental demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing. Physical demands: sitting, standing, climbing stairs, lifting (up to 25 lbs.), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating office equipment. Environmental conditions: inside, working around moving objects, working alone, willingness and ability to work with others, to share and cross-train in order to promote the concept of “teaming” and a “team approach” in order to meet the needs of the office.

TERMS OF EMPLOYMENT:

1. Eight (8) hours per day/260 days per year.
2. Compensation in accordance with recommendations established by the business manager. 

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The business manager will perform the evaluation. The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved:     

February 13, 2024

ACCOUNTS PAYABLE CLERK & RECEPTIONIST

QUALIFICATIONS:

1. Education/Certification: Associate degree in business or accounting or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval. 
2. Special Knowledge/Skills: 
   1. Experience in computerized accounting systems. 
   2. Ability to work independently with a high degree of accuracy and organization. 
   3. Must be team oriented with excellent interpersonal and communication skills. 
   4. Must be willing to participate in ongoing in-service training as requested. 
   5. Must maintain a high level of ethical behavior and confidentiality of information as required by law. 
3. Experience: Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities. 

REPORTS TO:

School Department Business Manager/Town Finance Director

JOB GOAL:

To assist in the administration of the school and town’s business affairs so as to provide the maximum services for the financial resources available.

PERFORMANCE RESPONSIBILITIES:

1. Prepares for payment all invoices and check requests, verifying that funds are available by tracking account balances.
2. Accepts and processes money for deposits.
3. Processes purchase orders following designated procedures.
4. Schedules invoices for payment following designated procedures.
5. Enters detail information in computerized accounting system to generate warrant.
6. Processes accounts payable checks and accompanying reports for Town Council and School Board approval.
7. Maintains files on all vendors and resolves billing issues with vendors.
8. Prepares necessary reports and other spreadsheets as requested.
9. Processes work permits for students.
10. Processes course pre-approvals, reimbursements and educational loans for all school staff.
11. Processes year-end 1099’s for qualifying vendors.
12. Maintains W-9 files for all vendors.
13. Assists and maintains credit card purchases and files.
14. Keeps Maine Tax Exempt form, and files and completes them as needed.
15. Is first response in answering the telephone.
16. Greets public and directs to appropriate area. 
17. Sorts daily mail delivery. 
18. Orders office supplies for Business Office. 
19. Performs other duties as assigned by the School Department Business Manager, Superintendent/Town Finance Director. 

EQUIPMENT USED:

Computer, printer, calculator, telephone, copy machine, fax machine, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing Physical Demands: sitting, standing, climbing stairs, lifting (to 25 lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating office equipment Environmental Conditions: inside, working around moving objects, working alone, willingness and ability to work with others, to share and cross-train in order to promote the concept of ‘teaming’ and ‘a team approach’ in order to meet the needs of the office.

TERMS OF EMPLOYMENT:

1. 8 hours per day/260 days per year 
2. Compensation in accordance with recommendations established by the Superintendent of Schools and Business Manager. 

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Business Manager will perform the evaluation. The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved:

June 11, 2019 

 

BOOKKEEPER/PAYROLL COORDINATOR

QUALIFICATIONS:

1. Education/Certification: Associate degree in accounting or Business Administration with emphasis on accounting or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval. 
2. Special Knowledge/Skills:
   
   1. Experience in computerized accounting systems, spreadsheets and word processing 
   2. Ability to understand financial accounting issues and perform complex financial calculations. 
   3. Ability to work independently with a high degree of accuracy and organization. 
   4. Must be team oriented with excellent interpersonal and communication skills. 
   5. Must be willing to participate in ongoing in-service training as requested. 
   6. Must maintain a high level of ethical behavior and confidentiality of information as required by law. 
3. Experience: Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO:

School Department Business Manager/Town Finance Director

JOB GOAL:

To assist in the administration of the school and town’s business affairs so as to provide the maximum services for the financial resources available.

PERFORMANCE RESPONSIBILITIES:

1. Prepares and computes all municipal and school payrolls, making deductions for all taxes, retirement, insurance, and other necessary deductions. 
2. Prepares and maintains all necessary payroll reports including all monthly, quarterly, and yearly federal and state reports. 
3. Remits all taxes and payroll deductions in a timely manner. 
4. Reconciles all general ledger accounts to the trial balance and facilitates the month end closing process. 
5. Performs direct entries as requested and post to general ledger for town and school. 
6. Reconciles A.P./Payroll checks monthly. 
7. Performs month end, calendar end and fiscal year end procedures for town and school on computerized accounting system. 
8. Prepares monthly reports for department heads. 
9. Prepares necessary reports as requested. 
10. Assists in the preparation and development of the annual budget as requested, directed and/or required. 
11. Provides documentation/backup for payroll/direct entries for annual audit. 
12.  Maintains files and/or organizes Certificates of Insurance on Vendors
13. Manages accounts receivable deposits for school, community services, school nutrition, and facilities departments. 
14. Other duties may include support for human resources and accounts payable activities, and assist on special accounting projects as needed. 
15. Uploads certificates and licenses into Frontline Central. Keeps track of expiration dates on employees CHRC/teaching certificates/licenses. 
16. Performs other duties as assigned by the School Department Business Manager, Superintendent of Schools/Town Finance Director. 
17. Processes accounts payable invoices when accounts payable staff is on vacation. 

EQUIPMENT USED:

Computer, printer, calculator, telephone, copy machine, fax machine, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing Physical Demands: sitting, standing, climbing stairs, lifting (to 25 lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating office equipment Environmental Conditions: inside, working around moving objects, working alone, willingness and ability to work with others, to share and cross-train in order to promote the concept of ‘teaming’ and ‘a team approach’ in order to meet the needs of the office.

TERMS OF EMPLOYMENT: 

1. 8 hours per day/260 days per year 
2. Compensation in accordance with recommendations established by the Superintendent of Schools and Business Manager. 

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Business Manager will perform the evaluation. The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved:

June 11, 2019

COMPUTER USER SUPPORT SPECIALIST

Summary:

Provide technical assistance to town/school computer users. Answer questions or resolve computer problems for clients in person, or via telephone or electronically. Provide assistance concerning the use of technology hardware and software. Support computer user, Technology Integrators, Computer User Support Specialists, and the MLTI program.

Primary Duties and Responsibilities

Computer Support:

•  Oversee the daily performance of computer systems.
• Answer user inquiries regarding computer software or hardware operation to resolve problems. 
•  Enter commands and observe system functioning to verify correct operations and detect errors.
• Set up equipment for employee use, performing or ensuring proper installation of cables, operating systems, or appropriate software.
• Install and perform minor repairs to hardware, software, or peripheral equipment, following design or installation specifications.
• Maintain records of daily data communication transactions, problems and remedial actions taken, or installation activities.
• Read technical manuals, confer with users, or conduct computer diagnostics to investigate and resolve problems or to provide technical assistance and support.
• Refer major hardware or software problems or defective products to vendors or technicians for service.
• Develop training materials and procedures, or train users in the proper use of hardware or software.
• Confer with staff, users, and management to establish requirements for new systems or modifications.

 Supports Technology Coordinator

• Meet financial requirements by submitting information for budgets; investing price and quality information on proposed technology purchases for town and schools.
• Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
•  Protect organization's value by keeping sensitive information confidential.
• Accomplish organization goals by accepting ownership for completing new and different requests; exploring opportunities to add value to job activities.

Skills, Knowledge and Abilities required

• Skills o Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times. 
• Speaking — Talking to others to convey information effectively. 
• Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Writing — Communicating effectively in writing as appropriate for the needs of the audience. 
•  Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
• Time Management — Managing one's own time and the time of others.
• Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.
• Instructing — Teaching others how to do something.
• Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.

Knowledge 

• Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming. 
•  Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Clerical — Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, stenography and transcription, designing forms, and other office procedures and terminology.

Abilities

• Oral Comprehension and Expression — The ability to listen to and understand information and ideas presented through spoken words and sentences. The ability to communicate information and ideas in speaking clearly so others will understand.
• Written Comprehension and Expression— The ability to read and understand information and ideas presented in writing. The ability to communicate information and ideas in writing so others will understand.
• Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
• Near Vision — The ability to see details at close range (within a few feet of the observer).
•  Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
• Problem Sensitivity — The ability to tell when something is wrong or is likely to go wrong. It does not involve solving the problem, only recognizing there is a problem.

Qualifications

• Education/Certification High School diploma or equivalent, plus three years employment as a Computer Support Specialist.
• Hold a valid State of Maine Criminal History Records Check Approval.

Working Conditions

• Mental Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting
• Physical Demands: sitting, standing, climbing stairs, adjusting, connecting, lifting (to 50 lbs.), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment 
•  Environmental Conditions: inside, working around moving objects, working unsupervised Terms of Employment
• Twelve-month year, 40 hrs. per week. Compensation in accordance with recommendations established by the Superintendent of Schools.

Reports to:

Technology Coordinator

Evaluation 

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and/or job goals are met. The Technology Coordinator will perform the evaluation.

The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

• School Board Approved:  May 12, 2015 (replaces Computer Technician)

DISTRICT DATA FACILITATOR

QUALIFICATIONS:

1. Education/Certification:
   • Associates degree in related field
   • Understanding of and experience with student information systems used to manage roster data in an educational setting
   • Hold a valid State of Maine Criminal History Records Check Approval
2. Special Knowledge/Skills: 
   • Demonstrated knowledge of database design and data techniques
   • Ability to communicate verbally and in writing
   • Ability to work with people
   • Ability to work independently in solving problems
3. Experience:
   • Experience with student information systems (SIS) (PowerSchool experience preferred)
   • Experience with relational database technologies
   • Experience with data extraction, reporting and analysis tools
   • Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities
     

REPORTS TO:

Director of Educational Technology

JOB GOAL:

The school district Data Facilitator ensures the integrity for the school district data and functions as the key analyst, manager, and report writer of this data. This person will make the data accessible, and easy to understand so it may be used to support teaching and learning.

PERFORMANCE RESPONSIBILITIES:

• Support staff with the district's student information system (SIS) and other district data systems (library, lunch, etc.)
• Serve as the district's SIS administrator
• Train and support teachers in using aspects of the SIS for grading and posting to the parent/student portal
• Identify and resolve any data issues resulting within the district data systems
• Assist with school scheduling, enrollment, attendance and other issues within the SIS 
• Develop data standards, procedures and training for district and school staff members
• Develop and maintain documentation of data systems, standards and procedures
• Import all assessment data into district SIS 
• Design and implement custom pages to improve functionality of SIS
• Ensure integrity of data, verifying information regarding data quality and data completeness 
• Produce data reports as requested by administration and school district staff 
• Assist with federal and State reporting of school district data including exporting and uploading to external systems
• Support the RTI process by providing a system to gather and document data for use in the Student Support Teams in each school
• Assist in the design of web-based data collection projects for district and school staff
• Perform other relevant duties as identified that support the mission and vision of the Cape Elizabeth schools
• Assist staff with developing and understanding data for teaching and learning
  

WORKING CONDITIONS:

Mental Demands: Calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting

Physical Demands: The physical demands listed here are representative of those that are required to successfully perform the essential functions of this job: sitting, standing, walking, climbing stairs, adjusting, connecting, bending, keyboarding, pulling, pushing, carrying, writing, operating computers and other equipment, using tools, and lifting or moving up to 50 pounds.

Environmental Conditions: Inside, working around moving objects, working alone

TERMS OF EMPLOYMENT:

260 day work year with the schedule at the discretion of the Director of Technology with approval of the Superintendent of Schools. Compensation in accordance with recommendations established by the Superintendent of Schools. 

All programs and customization developed by the Data Facilitator while under contract will be the property of the Cape Elizabeth School Department.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Educational Technology Director will perform the evaluation. The standards by which the job is completed or met is at the sole discretion of the supervisor.

The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

ADOPTED:

October 12, 2010

Revised:

October 8, 2013

June 11, 2024

ELA/Humanities Instructional Strategist

CAPE ELIZABETH SCHOOL DEPARTMENT 

Job Description

TITLE: ELA/Humanities Instructional Strategist

QUALIFICATIONS:

Education/Certification

1. Maine Department of Education certification in Elementary or Secondary Education - 020 General Education (K-8) or 100 English/Language Arts (7-12).
2. Teaching experience and educational background in English/Language Arts/Humanities, advanced degree in English/Language Arts/Humanities and/or educational leadership preferred.

REPORTS TO: Assistant Superintendent Job Goal: To provide embedded support and development to classroom teachers in providing high quality differentiated instruction to ensure student growth and achievement.

PROFESSIONAL RESPONSIBILITIES:

1. Support the implementation of researched-based instructional strategies and methodologies in English/Language Arts through student-centered consultation, co-teaching and coaching models.
2. Utilize state, district and classroom assessment data to track student growth and achievement at the district, school and classroom level to identify program and instructional strengths and needs.
3. Work collaboratively with Content Area leaders, department heads, and administrators to address the needs identified through professional development, curriculum alignment, and program identification.
4. Assist in administration of state testing.
5. Identify and provide targeted professional development based on identified needs and teacher interest.
6. Support teachers new to the district in implementing the English/Language Arts program and curriculum scope and sequence.
7. Facilitate evaluation and review of district English/Language Arts and Social Studies programs according to the curriculum review cycle. 1 Job Description ELA/Humanities Instructional Strategist
8. Demonstrate excellent knowledge and awareness of the district English/Language Arts programs and curricular progression.
9. Facilitate cross-grade level and cross-building meetings to ensure effectiveness and alignment of the curricular progression.
10. Work with other district coaches and strategists to ensure alignment of district initiatives and as a means of professional growth.
11. Performs all other appropriate duties as assigned by the Assistant Superintendent.

TERMS OF EMPLOYMENT: Twelve month year with actual salary, benefits, and work year set by the School Board through contract negotiations and appropriate policies.

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board’s policy and/or Board action on Evaluation of Professional Personnel. The Assistant Superintendent will evaluate the Instructional Strategist’s performance.

NOTE: The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved: May 9, 2023 2

EXECUTIVE ASSISTANT to the SUPERINTENDENT, ASST SUPERINTENDENT, BUSINESS MANAGER, and the SCHOOL BOARD

QUALIFICATIONS:

1. Education/Certification: Associate degree or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval. 
2. Special Knowledge/Skills: 
   1. Knowledge, understanding and demonstrated aptitude or competence in the performance responsibilities listed below. 
   2. Must maintain a high level of ethical behavior and confidentiality of information as required by law. 
   3. Must possess strong organizational skills as well as the ability to handle multiple projects professionally. 
   4. Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy. 
   5. Demonstrated technology skills. 
   6. Must be team oriented with excellent interpersonal and communication skills. 
   7. Must be willing to participate in ongoing in-service training as requested. 
3. Experience: Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities. 

REPORTS TO:

Superintendent of Schools

JOB GOAL:

To assist the Superintendent of Schools, Assistant Superintendent, Business Manager, and the School Board in developing and maintaining the best possible programs and services for students and staff and the overall efficient operation of the district.

PERFORMANCE RESPONSIBILITIES:

1. Assist the Superintendent, the Assistant Superintendent, Business Manager, and School Board in general administrative operations by serving as the Executive Assistant while maintaining confidentiality at all times.
2. Maintain a friendly, welcoming, and professional atmosphere in the Central Office.
3. Report regularly to the Superintendent any developments or challenges within the school system which may require awareness or action.
4. Prepare, submit, and maintain all local, State and Federal reports, as required, including updating the required information and reports for NEO.
5. Prepares, distributes and maintains all School Board agendas and minutes. This includes: collection of relevant data through incoming correspondence and from district administrators and staff, and use of notes and recorded video to outline meeting minutes for formal approval and public posting in a timely manner.
6. Maintain the School Board’s Policy Manual, in hard copy and on the district website, in collaboration with the Assistant Superintendent. Prepare policies as directed for Policy Committee meetings and School Board presentations.
7. Scheduling of district meetings, posting of agendas/minutes, routing materials.
8. Maintain portions of the district’s web site, including District Google calendars, and in conjunction with the Cape Elizabeth webmaster.
9. Update and monitor district social media accounts and postings.
10. Process incoming correspondence and flag priority/sensitive information in order to expedite. Place, receive, screen and route phone calls and other correspondence.
11. Composition of various letters or memoranda in the administrator’s name, as instructed, in addition to keyboarding correspondence already composed by administrators.
12. Schedule appointments and coordinate arrangements for meetings/conferences.
13. Collaborate with HR to collect pertinent information to compose and place job postings internally and externally and in accordance with pertinent bargaining agreements and assist with the application and interview process as needed.
14. Collaborate with HR with oversight of hiring, on-boarding of new staff, leaves of absence, resignations, and retirements.
15. Order supplies as requested and track budgets.
16. Establish and maintain office filing systems.
17. Maintain the School Department’s job descriptions. File hard copy and disseminate updates electronically.
18. Schedule all requests for the Wm. Jordan Conference Room in Town Hall.
19. Assist the Superintendent with annual staff recognition and district opening and closing meetings.
20. Serves as the District’s Homeless Liaison (McKinney-Vento).
21. Performs such other tasks and assumes such other responsibilities as the Superintendent, the Assistant Superintendent, the Business Manager, and School Board may, from time-to-time, assign or delegate.
22. Duties of this position may occasionally occur outside of the typical workday.

EQUIPMENT USED:

Computer, printer, typewriter, calculator, telephone, copy/fax machine, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting

Physical Demands: The physical demands listed here are representative of those that are required to successfully perform the essential functions of this job: sitting, walking, climbing stairs, operating computers and other equipment, using tools, and lifting or moving up to 50 pounds.

Environmental Conditions: inside, working around moving objects, working alone

TERMS OF EMPLOYMENT:

Salaried employee for 260 days per year.

Compensation in accordance with recommendations established by the Superintendent of Schools.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Superintendent will perform the evaluation.

The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved:

• December 12, 2006

Revised:

• September 8, 2015 (name changed to Confidential Secretary; replacing Administrative Assistant to the Superintendent)
  
• February 8, 2022

HUMAN RESOURCES COORDINATOR

QUALIFICATIONS:

1. Education/Certification: Associate degree in business or accounting or equivalent work experience. Hold a valid State of Maine Criminal History Records Check Approval. 
2. Special Knowledge/Skills:
   1. Experience in computerized payroll systems, benefits administration and other human resource related functions.
   2. Ability to work independently with a high degree of accuracy and organization.
   3. Must be team oriented with excellent interpersonal and communication skills.
   4. Must be willing to participate in ongoing in-service training as requested.
   5. Must maintain a high level of ethical behavior and confidentiality of information as required by law.
3. Experience: Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities.

REPORTS TO:

School Department Business Manager/Municipal Comptroller

JOB GOAL:

This position carries out the responsibilities of benefits administration, employee training, onboarding, policy implementation, affirmative action and employment law compliance for the town and school employees.

PERFORMANCE RESPONSIBILITIES:

1. Assists all personnel with enrollment and preparation of required forms, including insurance and other payroll deduction forms. 
2. Prepares all individual contracts.
3. Maintains personnel files on all employees.
4. Maintains record of employee leaves and absences.
5. Creates and maintains all job descriptions for Town and School Department.
6. Keep track of all employees’ training for Town and School Department.
7. Train employees as needed per State and Federal law.
8. Assists in the preparation and development of the annual budget as requested, directed and/or required.
9. Prepare and manage all workers’ comp, FMLA and OSHA paperwork.
10. Performs other duties as assigned by the Business Manager and Superintendent.

11. Processes payroll during payroll staff vacations. 

12. Assists Payroll Administrator with monthly, quarterly and yearly reporting.   

EQUIPMENT USED:

Computer, printer, typewriter, calculator, telephone, copy machine, fax machine, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting Physical Demands: sitting, standing, climbing stairs, adjusting, connecting, lifting (to 25 lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment Environmental Conditions: inside, working around moving objects, working alone Willingness and ability to work with others, to share and cross-train in order to promote the concept of ‘teaming’ and ‘a team approach’ in order to meet the needs of the office.

TERMS OF EMPLOYMENT:

1. 8 hours per day/260 days per year
2. Compensation in accordance with recommendations established by the Superintendent of Schools and Business Manager.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Business Manager will perform the evaluation. The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved: May 10, 2016

NETWORK & COMPUTER SYSTEMS ADMINISTRATOR

Job Description Summary:

Install, configure, and support Cape Elizabeth’s town/schools local area network (LAN), wide area network (WAN), and Internet systems. Monitor network to ensure network availability to all system users and perform necessary maintenance to support network availability. Install, monitor and test all town/schools servers for performance to ensure the servers and backup servers operate correctly and without interruption. Assist in network modeling, analysis, planning, and coordination between network and data communications hardware and software. Support computer users, Technology Integrators, Computer User Support Specialists, and the MLTI program. Monitor and administer network security measures.

Primary Duties and Responsibilities

• Network Maintenance
  • Administer computer networks and related computing environments including computer hardware, systems software, applications software, and all configurations.
  • Operate master consoles to monitor the performance of computer systems and networks, and to coordinate computer network access and use.
  • Monitor network performance to determine whether adjustments need to be made, and to determine where changes will need to be made in the future.
  • Diagnose, troubleshoot, and resolve hardware, software, or other network and system problems, replace defective components when necessary and escalating problems to vendor when necessary.
  • Configure, monitor, and maintain email applications and virus protection software.
  • Install all network hardware and software and make needed upgrades and repairs
  • Solve problems when a user or an automated monitoring system informs them that a problem exists
• Network Security
  • Implement and monitor network access plan and security measures to protect data software, and hardware.
  • Maintain documentation of network access plan, technology equipment, and technical procedures associated with the job.
  • Perform data backups and disaster recovery operations.
  • Add users to a network and assign and update security permissions on the network
• Support Users
  • Confer with network users about how to solve existing system problems. 
  • Respond to or reassign help desk requests.
  • Assist in technology training for staff; providing references and support.
  • Assist in training users on the proper use of hardware and software.
  • Consult on purchasing of new equipment for end users.
  • Configure and install equipment to required specifications
  • Diagnose, troubleshoot, and resolve hardware and software problems for end users.
• Supports Technology Coordinator
  • Meet financial requirements by submitting information for budgets; investing price and quality information on proposed technology purchases for town and schools. 
  • Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; participating in professional organizations.
  • Protect organization's value by keeping sensitive information confidential.
  • Accomplish organization goals by accepting ownership for completing new and different requests; exploring opportunities to add value to job activities.
  • Collect data in order to evaluate the town/schools technology performance and help make the system work effectively and efficiently.

Skills, Knowledge and Abilities required

• Skills
  • Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
  • Reading Comprehension — Understanding written sentences and paragraphs in work related documents.
  • Systems Analysis — Determining how a system should work and how changes in conditions, operations, and the environment will affect outcomes.
  • Complex Problem Solving — Identifying complex problems and reviewing related information to develop and evaluate options and implement solutions.
  • Judgment and Decision Making — Considering the relative costs and benefits of potential actions to choose the most appropriate one.
• Knowledge
  • Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.
  • English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
  • Mathematics — Knowledge of basic mathematics, pre-algebra, geometry, statistics, and their applications.
• Abilities
  • Information Ordering — The ability to arrange things or actions in a certain order or pattern according to a specific rule or set of rules (e.g., patterns of numbers, letters, words, pictures, mathematical operations).
  • Deductive Reasoning — The ability to apply general rules to specific problems to produce answers that make sense.
  • Inductive Reasoning — The ability to combine pieces of information to form general rules or conclusions (includes finding a relationship among seemingly unrelated events).
  • Near Vision — The ability to see details at close range (within a few feet of the observer). o Oral Comprehension — The ability to listen to and understand information and ideas presented through spoken words and sentences.
  • Qualifications Special Position Requirements
• Education/Certification High School diploma or equivalent plus three years employment as a Network and Computer Systems Administrator.
• Certification in technology repair (A+ certification desired) and/or equivalent job experience required.
• Hold a valid State of Maine Criminal History Records Check Approval. Working Conditions
• Mental Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting
• Physical Demands: sitting, standing, climbing stairs, adjusting, connecting, lifting (to 50 lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment
• Environmental Conditions: inside, working around moving objects, working unsupervised Terms of Employment
• Twelve-month year, 40 hrs. per week. Compensation in accordance with recommendations established by the Superintendent of Schools. Reports to
• Technology Coordinator Evaluation
• The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Technology Coordinator will perform the evaluation.
• The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Adopted: May 12, 2015

OFFICE MANAGER - SPECIAL SERVICES DEPARTMENT

QUALIFICATIONS:

1. Education/Certification: Associate degree and/or job related experience. Hold a valid State of Maine Criminal History Records Check Approval.
2. Special Knowledge/Skills:
   1. Knowledge, understanding and demonstrated aptitude or competence in the performance responsibilities listed below.
   2. Must possess strong organizational skills as well as the ability to handle multiple projects professionally.
   3. Demonstrated ability to exercise independent judgment, prioritize tasks and work independently with a high degree of accuracy.
   4. Demonstrated computer skills, including proficiency using Microsoft Office and the ability to learn new software applications quickly.
   5. Must be team oriented with excellent interpersonal and communication skills.
   6. Must be willing to participate in ongoing in-service training as requested.
   7. Must maintain a high level of ethical behavior and confidentiality of information as required by law.
3. Experience: Demonstrated aptitude or competence for successful fulfillment of assigned performance responsibilities. 

REPORTS TO:

Director of Special Services

PURPOSE:

Under the direct supervision of the Director of Special Services, provide complex and confidential administrative and secretarial support, communicate information to school district employees, students, parents and others as required, and assist in ensuring compliance of department/program activities with legal, administrative and district policy requirements.

PERFORMANCE RESPONSIBILITIES:

1. Maximize utilization and effective management of the Director’s time in a confidential and professional manner. (i.e. maintain Director’s schedule)
2. Open and review incoming mail. Process incoming correspondence and flag priority/sensitive mail in order to expedite. Report regularly to the Director any developments or problems which may require his/her awareness or action.
3. Composition of various letters, memoranda or other forms of communications in the administrator’s name, as instructed, in addition to keyboarding correspondence already composed.
4. Manage internal and external communications from and through the Special Services Central Office. [i.e.: Initiate contact in scheduling IEP and Section 504 of the Rehabilitation Act of 1973 (504) meetings, monitor all time lines (Section 504, Prior Written Notices, IEPs, Minutes) on a form and e-mail case managers immediately when things are close to being late. Keep track of all evaluations for initials and re-evaluations.] Manage student special services database (SpedNet/GEMCare).
5. Collect information, complete and/or collaborate to complete, copy, mail, and file various state or federal reports.
6. Order department materials/supplies/equipment and register staff for professional development using purchase orders and/or department credit card. Log all Equipment purchased with Federal funds on inventory document for future reporting and auditing.
7. Place, receive, screen and route phone calls.
8. Schedule appointments and coordinate arrangements for meetings/conferences.
9. Collect pertinent information to compose and place ad in newspaper and online for Childfind [see School Board Policy IHBAC] and Special Education Records Destruction notices.
10. Make appointments for interviews with prospective applicants, and typing interview instruments for search committee members.
11. Assist in maintaining department’s online presence (web content).
12. Establish and assist in maintaining files, records and documents for the purpose of providing up-to-date reference and audit trail for compliance.
13. Assist the Director with planning for Extended School Year program, including coordination with Open Doors Studio (reg ed program), budget for summer payroll processing, transportation, staff on-boarding/IDs, and weekly timesheets. 
14. Occasionally lend clerical support to the Business and Superintendent’s offices.
15. May assist with coordinating workload of special services department file clerk.
16. Performs other duties as assigned by the Director of Special Services.

EQUIPMENT USED:

Computer, printer, typewriter, calculator, telephone, copy machine, fax machine, and other pieces of general office equipment.

WORKING CONDITIONS:

Mental Demands: calculating, comparing, editing, problem-solving, evaluating, interpreting, organizing, consulting, analyzing, planning, designing, documenting, specifying, coordinating, implementing, presenting Physical Demands: sitting, standing, climbing stairs, adjusting, connecting, lifting (to 30 lbs), bending, keyboarding, pulling, pushing, carrying, writing, walking, operating equipment Environmental Conditions: inside, working around moving objects, working alone Willingness and ability to work with others, to share and cross-train in order to promote the concept of ‘teaming’ and ‘a team approach’ in order to meet the needs of the office.

TERMS OF EMPLOYMENT:

8 hours per day/260 days per year. Compensation in accordance with recommendations established by the Superintendent of Schools and Business Manager.

EVALUATION:

The basis of the evaluation will be the extent to which the performance responsibilities of the job are successfully handled and the extent to which yearly action plans and job goals are met. The Director of Special Services will perform the evaluation. The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE:

The above job description reflects the general requirements necessary to describe the principle functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved:

• February 13, 2007 (Previous Title: Administrative Assistant to the Director of Instructional Support-Secretary)

Revised:

• September 13, 2016

Student Pathways Coordinator

CAPE ELIZABETH SCHOOL DEPARTMENT

Job Description

TITLE: Student Pathways Coordinator (5-12)

QUALIFICATIONS:

Education/Certification

1. Education/Certification: College degree or equivalent. Hold a valid State of Maine Criminal History Records Check Approval. Teaching certificate not required.
2. Special Knowledge/Skills: Knowledge, understanding and demonstrated aptitude or competence in the following skills: Organizational, communication, computer, public relations, facilitation, personnel management and negotiation, record-keeping, and problem solving. Must demonstrate initiative and be self-motivated, having experience in volunteer coordination and being committed to volunteerism; Mentoring/coaching skills, understanding of Maine Learning Results, Guiding Principles, and performance-based assessments and reporting required. Ability to maintain positive relations with students, school staff and volunteers at all times is a necessity.
3. Experience: Successful experience in leadership, managerial and human relations skills preferred. Teaching experience is a plus, but not required.

REPORTS TO: Assistant Superintendent

Job Goal: Aims to address a School Board Strategic Plan goal of “Multiple Pathways & Definitions of Success: Our schools will value, promote, and celebrate multiple pathways and definitions of success.” This position will focus on achieving this goal through short-term and long-term benefits for all learners (5-12). This position will establish 5-12 first, then consider possibilities to expand opportunities at Pond Cove.

PROFESSIONAL RESPONSIBILITIES:

1. Lead the creation of a Multiple Pathways Strategic Plan & oversee the implementation of the Strategic Plan.
   1. Guide stakeholder group in the creation of a strategic plan (goals, objectives, data, etc)
   2. Monitor program outcomes through data and impact on student performances
2. Collaborate with school leadership, CEHS ELO Coordinator, Volunteer Coordinator, and school counselor staff to address the needs identified in the Strategic Plan in the areas of curriculum, student opportunity, and professional development
   1. Hold regular meetings with school leadership and other key CESD staff
   2. Design and provide targeted professional development to support program initiatives
   3. Ensure Pathways activities are aligned to CESD curriculum (5-12) and MDOE standards
      1. Maine’s Life and Career Ready Standards 
3. Oversee & pursue multiple pathways to expand student learning opportunities (5-12)
   1. ELO expansion and oversight (5-12)
      1. Provide support and guidance to the CEHS ELO Coordinator
      2. Seek ELO opportunities (5-8)
   2. Inter-school programming between all three CESD schools
   3. Expeditionary learning
   4. Project based learning
   5. Place-based learning (Greater Cape)
   6. CTE opportunities including PATHS/WRVC & others
   7. Internships
   8. Job shadow 
   9. Work study 
   10. Volunteering/Community Service
   11. Early college opportunities
   12. Apprenticeships
   13. Interest-based learning
   14. Independent studies
   15. Mentorships
   16. Digital/Virtual options
   17. Career talks
   18. Community programs
   19. Performing groups 
   20. Other 
4. Build community partnerships
   1. Oversee & pursue collaborative partnerships with businesses, non-profits, government agencies, and organizations in Greater Portland 
      1. Field experiences (traditional field trips, long-term collaboration at partner sites) 
      2. In-school experiences (classroom programs, expert panels, school assemblies, etc.)
      3. CESD campus initiatives (outdoor learning programs on our campus)
      4. Career exploration (internships, job shadows, mentorships, apprenticeships, work studies, etc.)
      5. Streamline partner communication, share resources, and build programming between CESD schools for efficient and effective partnerships & experiences
   2. Create and chair a Greater Cape Business Roundtable 
      1. Determine who should be at the table
      2. Collaborate with stakeholders to build relationships and provide opportunities for students & staff 
5. Guide staff PD around offering differentiated learning experiences in line with the Multiple Pathways Strategic Plan
   1. Support teachers in implementing Tier 1 Core Instruction that includes a variety of experiences that support struggling learners, grade level learners, and learners who are achieving above grade level
6. Complete procedural, curriculum, and administrative tasks to ensure student safety and compliance
   1. Ensure relevant CESD policies and procedures are in place, updated as needed, and reviewed regularly
      1. Insurance
      2. Permission and medical forms
      3. Transportation
      4. MDOL/Fair Labor Standards Act 7. Serve as a liaison with MDOE initiatives and professional organizations
         1. Perform any state reporting requirements (MDOE, MDOL)
         2. Ensure relevant CESD policies and procedures are in place, updated as needed, and reviewed regularly
         3. Participate in state-wide and regional collaboration, planning, and professional development
            1. Keep up to date on new legislation, funding opportunities, best practices, resources, collaborative efforts, etc.
            2. MDOE (Career and Technical Education, ELO Program)
            3.  MDOL
            4. Maine Community Coordinators Collaborative
            5. JMG (Jobs for Maine Graduates) state-wide and South Region ELO groups
            6. New Hampshire Extended Learning Opportunity Network 8. Performs all other appropriate duties as assigned by the Assistant Superintendent.

TERMS OF EMPLOYMENT: Two hundred (200) days, to allow for progress to be made beyond the typical school year. Salary and benefits will be determined by the Superintendent.

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board’s policy and/or Board action on Evaluation of Professional Personnel. The Assistant Superintendent will evaluate the Instructional Strategist’s performance.

NOTE: The above job description reflects the general requirements necessary to describe the principal functions or responsibilities of the job identified and shall not be interpreted as a detailed description of all work requirements that may be inherent in the job, either at present or in the future.

School Board Approved: May 9, 2023 

VOLUNTEER COORDINATOR

QUALIFICATIONS:

REPORTS TO:

JOB GOAL:

PERFORMANCE RESPONSIBILITIES:

WORK YEAR:

WORKING CONDITIONS:

 

EVALUATION:

Performance of this job will be evaluated in accordance with provisions of the School Board’s policy on evaluation.

The Cape Elizabeth School Department expects that all employees will perform assigned duties diligently, professionally and efficiently and in compliance with all district policies and procedures as well as all federal and state laws.

NOTE: