Administrative Assistant for Student Services Grade 3

Newton Public Schools•Newton, MA

2d•Onsite

About The Position

The purpose of this position is to perform moderately complex to complex secretarial, clerical, recordkeeping, and accounting and office duties under general direction of a school administrator, department/division head, program advisor, or other administrative employee. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Requirements

High school education and one to two years of experience in general clerical and secretarial work, with school experience preferred; or any equivalent combination of education, training, and experience.
General knowledge of office procedures, practices and terminology.
Working knowledge of departmental operations.
Knowledge of the operation of computer software applications.
Knowledge of the operations of the pertinent school department/division/area helpful.
Ability to communicate effectively with staff, students, and the public.
Ability to compose correspondence.
Ability to follow oral and written instructions accurately.
Ability to organize and prioritize multiple tasks.
Must be able to operate a personal computer and display intermediate skill when using software programs for word processing, database, spreadsheets and other software as required by the position.
Ability to multi-task.
Skill in utilizing personal computers, popular word processing, database, accounting and spreadsheet applications.
Good customer service skills.
Skill in all of the above listed tools and equipment.
Skill in typing and note-taking.

Nice To Haves

school experience preferred

Responsibilities

Provide customer service by answering questions both in person or by telephone; provides information relative to departmental procedures; refers individuals to appropriate source as required.
Perform 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.
Schedules and maintains appointments.
Maintain department related data, gathers information and ensures the timely preparation and coordination of a variety of reports.
Maintain internal control system for monitoring, ordering and distributing materials and office supplies.
Tracks the department budget.
Prepare all necessary administrative documents to ensure the timely and accurate processing of the Department’s business functions including, but not limited to requisitions, receiving invoices, budget transfers, supporting documentation, etc.
May maintain records and spreadsheets and documents related to purchases, payroll, petty cash, budgets, checking and other accounts and other miscellaneous administrative functions; prepares a variety of reports as directed.
May perform moderately complex accounting and bookkeeping tasks.
May perform registrations and collect related fees.
Handles all office traffic; students, teachers, parents, administrators, visitors, etc.
Assist each with individual situation as needed.
Locates students for various persons and by phone.
May perform attendance tracking and recordkeeping duties for teachers and students.
As needed, Administrative Assistant may assume the duties of another secretary when workload is heavy or the secretary is absent.
Oversee daily operations of the departments.
Set-up meetings, arrange materials for meetings.
Field questions and problems from students, parents, teachers, and determine appropriate process for addressing these issues.
Mail/Email communications to students and families as necessary.
Maintain departmental databases for projects such as national exams or awards.
Create and print award certificates.
Support teachers in the departments with supplies, clerical help, etc. Examples include coordinating materials for the summer study program and organizing all keys.
Interface with parents, teachers, school counselors and college admissions departments in order to deliver timely and accurate service to students.
Oversee the Transcript process for seniors. Including but not limited to Print unofficial transcripts, manage transcript request process, work with students and families to troubleshoot any issues, and manage all documentation and request processes involved.
Process and handle requests for transcripts of former and current students.
Provide official documentation as needed regarding student information.
Work with the School and College & Career Counselors on documentation and reporting requests
Collaborate on and support the new student registration process.
Manage Naviance imports and exports.
Use Naviance to support the entire college application process from beginning to end.
Calendaring for department events throughout the year.