Executive Administrative Assistant to the Principal - Middle School -NESA

Newton Public Schools•Newton, MA

1d•Onsite

About The Position

The purpose of this position is to perform routine to more complex secretarial, clerical, recordkeeping, and accounting and office duties under general direction of a school administrator, department/division head, program advisor, or high level executive secretary. 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.
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, 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

Knowledge of web design, editing, and updating is helpful.

Responsibilities

Performs a variety of secretarial, recordkeeping, and account maintenance activities.
Types letters, forms, reports, memoranda and other materials from handwritten copy, rough draft, or general instructions; composes routine correspondence.
Maintains a variety of records and data related to program/department activities such as attendance records, registration, schedules, and staff lists.
Manages all department records and files.
Maintains records and spreadsheets 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 simple accounting tasks.
May perform registrations and collect related fees.
Provides customer service by answering questions both in person or by telephone; greets visitors; provides information relative to departmental procedures; refers individuals to appropriate source as required.
Handles all office traffic; students, teachers, parents, administrators, visitors, etc.
Assist each with individual situation as needed.
Locates administrators or students for various persons and by phone.
Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail; assist in bulk mailings, etc.
Schedules and maintains appointments.
May assist with special programs and projects.
Maintains department related data, gathers information and ensures the timely preparation and coordination of a variety of reports.
May purchase office supplies and materials as needed.
May perform attendance tracking and recordkeeping duties for teachers and students.
May maintain daily and weekly bulletins and/or schedules.
As needed, Senior Office Assistant may assume the duties of another secretary when workload is heavy or the secretary is absent.
Performs similar or related work as required.
Assist teachers, students and parents.
Enter all information into MacSchool/Open District from emergency card information.
Assist the Assistant Principal and Pupil Services with all aspects of MCAS. This requires preparation of all proctor assignments, student accommodations, accounting of all test materials, packing, and shipping of all MCAS materials.
Enters student schedule changes.
Prints report cards and distributes; corrects report cards when necessary.
Enter annual bid order of all instruction supplies.
Electronically submits all purchase orders.
Approves all invoices for payment and submit to accounts payable.
Run appropriate reports from Finance Plus
Process all PDP’s for teachers.
Keeps Principal up-to-date with annual budget and monthly accounting.
Assists department chairs with monthly accounting.
Assists department Chairs with inventory.
Assists Pupil Services with various projects.
Schedules parent/teacher conferences.
Reserves buses for field trips.
Coordinates buses for Ski Club.
Compiles and types summer mailings.
Assists the librarian by collecting over-due library books at the end of each term.