Job description
Department:
Middle School Main Office
Job Title:
Executive Assistant – Middle School (NESA Grade 4)
FLSA Status:
(Exempt/Non-exempt)
(Exempt/Non-exempt)
Exempt
Reports to:
Middle 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 assist the Middle School Principal in the daily operations of the school. Performs a wide variety of complex secretarial and administrative duties under broad supervision of the Principal. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.
Qualifications:
Recommended Minimum Qualifications:
Education, Training and Experience:
High school education plus two years of college education and at least two years of office experience or any equivalent combination of education, training, and experience.
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. Working knowledge of laws and policies relevant to the school’s work. 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. 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.
Education, Training and Experience:
High school education plus two years of college education and at least two years of office experience or any equivalent combination of education, training, and experience.
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. Working knowledge of laws and policies relevant to the school’s work. 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. 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):
(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.)
- Serves as Confidential Executive Secretary to the Principal.
- 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.
- Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc. Maintains records and files. Drafts correspondence. Produces a variety of informational mailings to parents/guardians, and students.
- Oversee the development and accurate completion of various reports and handbooks.
- Enables the building to function smoothly by assigning Instructional Support Staff and teacher aides to cover classes of absent faculty.
- Assists in the hiring of secretaries and provides training, coaching and mentoring to secretaries in the department.
- Oversees personnel issues for middle school staff. Prepares interview materials, 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.
- Oversees the successful completion of assignments in the office. Maintains attendance records and provides coverage as needed. Manages the work flow and may assign or reassign support staff as needed to cover for absent employees, handle emergencies or to assist with variations in work flow.
- Oversees varied aspects of the management of the school community, including staffing and support services.
- Develops new systems to enhance office/school effectiveness and efficiency.
- 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.
- May manage student activity accounts. May prepare and executive purchase orders.
- Responsible for coordinating and organizing major middle school events and projects including award ceremonies, graduation and other important school events.
- Acts as point person for communications between the school and Central Office and/or other governmental agencies.
- Assists in planning student field trips, making bus arrangements and in collection and deposit of fees.
- Works in conjunction with PTO in providing information and support as needed for various projects and activities.
- May attend workshops, meetings or training sessions.
- Assists Principal with projects and special requests as needed.
- May distribute payroll.
- Manages duplicate mailing lists. Sends out various computer reports.
- As needed, assumes duties of absent secretary.
- 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 7 other clerical staff or students doing similar work. Assigns tasks and monitors progress.
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, consultants, 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, 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 10 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.)
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, consultants, 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, 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 10 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.)
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