Administrative Assistant for Grade Level Office - Needham High School (Sy26-27)

Needham Public Schools•Needham, MA

7d•Onsite

About The Position

Needham Public Schools is seeking an energetic, skilled, and compassionate Grade Level Office Administrative Assistant to join the team at Needham High School. This role is crucial for supporting the efficient operations of the Grade Level Office (GLO), which serves as a central hub for students, staff, and families. The position requires flexibility, multitasking abilities, and the capacity to make quick, insightful decisions while maintaining a high level of confidentiality. The school district is committed to equity, cultural proficiency, and community collaboration, aiming to support every child's success and foster a welcoming environment for all.

Requirements

High School Diploma or GED.
Knowledge and experience with school office technology and equipment.
Knowledge of office management procedures.
Knowledge of school office environments.
Ability to maintain confidentiality of information regarding students, families, employees, and others.
Ability to establish and maintain cooperative working relationships with others.
Ability to calmly and professionally interact with students, families, teachers, co-workers, and visitors in a dynamic environment.
Ability to describe problems and work orally and/or in writing to the supervisor as required.
Ability to carry out instructions furnished in written or oral form.
Ability to understand, apply, and use desktop computers and software applications (e.g., Google Docs, Google Sheets, Google Forms, MS Word, MS Excel, MS PowerPoint, PowerSchool, etc.).
Ability to problem-solve job-related issues.
Ability to work with a diverse group of individuals.
Ability to process paperwork accurately and efficiently according to standardized procedures.
Ability to organize, prioritize work responsibilities, and use time efficiently.
Organizational and time management skills.

Nice To Haves

College-level coursework in business, word processing, and office procedures.
Associate's or Bachelor's degree.
Successful experience with office management in a related area.

Responsibilities

Monitor and track student attendance.
Greet parents/guardians and visitors.
Respond to inquiries and requests from staff, students, and parents/guardians.
Answer office phones and forward messages.
Prepare reports as requested.
Document student discipline issues.
Assist with the distribution of materials.
Perform filing and other administrative functions.
Process student discipline letters, including creation, filing, and sending.
Generate reports of student data and assist with communication to students, families, and staff.
Maintain discipline, attendance, and grade spreadsheets.
Participate actively with the attendance team, creating and sharing reports and communicating with families, staff, and students.
Explore and learn software systems to improve GLO process efficiency.
Perform administrative support work for school assistant principals, including drafting correspondence and word processing.
Perform routine tasks such as filing, faxing, copying, and data entry.
Coordinate with other departments for the distribution and collection of materials (e.g., Advisory activities).
Assist and coordinate with yearly school activities, including welcoming new students, course selection, MCAS testing, graduation, school photo day, distribution of photos and IDs, and distribution of planners.
Assign student lockers and handle locker problems.
Manage class-related activities and events, such as establishing the graduation database, communicating senior class tasks (cap and gown orders, name cards, outstanding obligations).
Support the Department of Digital Media and Technology with student device distribution and collection.
Perform other related duties as assigned to ensure the efficient and effective functioning of the Grade Level Office.