Administrative Executive Assistant - House Office

Department: High School Office

FLSA Status (Exempt/Non-exempt): Exempt; NESA

Reports to: High School Principal

In compliance with state and federal laws, newton public schools is committed to equity, anti-racism and a nondiscrimination policy for students, employees and prospective applicants. All educational and employment determinations are based on an individual's qualifications and achievements without regard to race, color, religion, sex, sexual orientation, age, pregnancy, gender identity, genetic information, national origin, ancestry, homelessness, physical or mental disability, veteran status, or any other basis prohibited by state and/or federal statute.

SUMMARY: The purpose of this position is to provide complex administrative support to the Riley House. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Qualifications:

Education, Training and Experience:

Associates degree; plus five years of administrative office experience preferably in a public school system or any equivalent combination of education, training, and experience. A bachelor's degree is helpful but not required.

Knowledge, Ability and Skill:

Knowledge: Thorough knowledge of office procedures, practices and terminology. Knowledge of policies and procedures of the school department and the city departments. Thorough understanding of educational systems. Familiarity with accounting principals and procedures. Knowledge of the operation of computer software applications.

Ability: Ability to deal effectively and tactfully with staff, students and the public. Ability to compose correspondence. Ability to recognize and resolve problems with minimal administrative intervention. Ability to interpret and implement instructions provided in oral and written form. Ability to prioritize and complete multiple tasks at one time with frequent interruptions. Analytical ability. Accuracy and attention to detail. Must be able to operate a personal computer and display intermediate to advanced skill when using software programs for word processing, database, spreadsheet and other software as required by the position. Ability to work collaboratively in a team environment. Ability to diffuse difficult situations to enable effective problem solving.

Skill: Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Skill in desktop publishing. Excellent customer service and interpersonal skills. Excellent written and oral communication skills. Strong organizational skills. Skill in all of the above listed tools and equipment.

Essential Job Duties and Responsibilities (Not Limited To):

• Essential Functions:

(The essential functions or duties listed below and on attachments are intended only as illustrations 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 the work is similar, related or a logical assignment to the position.)

• Manages the Principal's schedule, correspondence, and facilitates meetings. Provides customer service by answering questions both in person or by telephone; provides information relative to school system policies and procedures; refers individuals to appropriate source as required. Responds tactfully to citizens complaints.
• Oversees personnel issues for High School for up to 400 employees. Prepares hiring requisitions for new personnel, processes change of assignments, payroll, and attendance. Handles confidential staff problems or student issues discreetly and professionally. Create and maintain various personnel files and reports.
• Monitor the collection and process of teacher evaluations yearly; works closely with department heads to ensure process deadline is met. Assists with secretaries' evaluations; work collaboratively with department heads, housemasters, and principals to create equitable evaluations.
• Assists in the hiring of office support staff and provides appropriate training, supervising and mentoring to approximately 14 to 20 clerical staff in the department. Oversees the successful completion of assignments in each office. Maintains attendance records and provides coverage as needed. Manages the work flow and assigns or reassigns support staff as needed to cover for absent employees, handle emergencies or to assist with variations in work flow.
• Interviews, hires and supervises substitute teachers. Oversees substitute coverage for all staff. Prepares hiring requisitions for teachers' aides, instructional support staff, campus aides, and reappointment letters for non-PTS teachers.
• Develops new systems to enhance department effectiveness and efficiency.
• Work with Principal to draft and produce summer information package for students and parents.
• Oversees all mailing processes.
• Researches policies, guidelines, historical and current data and information and laws relevant to the school's work.
• Prepares and communicates appropriate information, reports and forms to other schools and the appropriate offices at the Ed Center.
• Provides support to the management of the entire school community including staffing, curriculum and instruction, budget and finance and support services.
• Responsible for coordinating and organizing major high school events and projects such as arranging for award functions, graduations, etc.
• Oversee the development and accurate completion of various reports including the October 1 State report.
• Work with Department Heads to determine Highly Qualified Teacher status. Distribute, collect and complete State reports to determine if teachers are highly qualified. Prepare related State report and maintain staff database.
• Maintains a variety of legal information in MacSchool. May report to court as the "Keeper of the Records".
• Processes CORI
• May serve on the following committees: Crises Team, Defibrillator Team, 911 Emergency Response Team, Obligation Team, Web Design Team, Attendance Team, Homeroom Team, Administration Team, and Chairperson of the Secretary Committee.
• Create and maintain all staff databases.
• Assists will all administrative and secretarial tasks and processes related to graduation.
• Performs similar or related work as required.

Supervision:

Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures and practices.

Independent Action: Works under broad supervision, following department rules, regulations and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule. Refers all questionable cases to supervisor.

Supervisory Responsibility: May supervise up to 20 other clerical staff or students doing similar work. Assigns tasks and monitors progress and participates in the hiring, performance review, and disciplining staff.

Work Environment & Physical Requirements:

Work Environment:

• Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions. Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment. Makes frequent contact with school department staff, with the public, students, parents, city and state officials, vendors, and outside agencies and organizations. Contacts require a high degree of tact and confidentiality. Employee has access to highly sensitive and confidential information pertaining to staff and students. Errors could result in delay or loss of service, monetary loss, possible injury to others, damage to buildings and/or equipment and possible legal ramifications.

Physical Requirements:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms. The employee must occasionally lift and/or move objects weighing up to 25 pounds. Vision and hearing at or correctable to normal ranges. This position requires the ability to operate a keyboard and calculator at efficient speed.

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Date Updated: