Executive Assistant – Records, High School (Grade 3 - 12 Month)

Newton Public Schools•Newton, MA

3d•Onsite

About The Position

The purpose of this position is to maintain accurate and up-to-date student academic records for students at Newton South High School and to assist with student course scheduling. 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 plus one to two years college education plus two to three years of previous record keeping experience, computer experience and experience dealing with the public or any equivalent combination of education, training, and experience.
Thorough knowledge of office procedures, practices and terminology.
Knowledge of policies and procedures of the student record keeping.
Knowledge of the operation of computer software applications.
Ability to deal effectively and tactfully with staff and the public.
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.
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.

Responsibilities

Oversees the course scheduling process for all students attending Newton South High School. This includes entering all student registration forms into the student database. Develops schedules; balances and levels class sizes; works with counselors and students to resolve schedule conflicts; assists with creating new classes; assists with creating Templates. Prints schedules. Makes program changes all year. Runs course adds and drops and distributes to teachers, daily. Prints class lists for teachers. Creates schedules for new students.
Oversees and assists with the Report Card process. Provides instructions to teachers, uploads teacher’s grades, prints verification sheets and distributes them to teachers. Processes the printing and distribution of report cards, and makes corrections as needed.
Add summer school grades to student transcripts and ledger cards, add points and credits, average grades for GPA, if necessary.
Make all grade corrections in current year and historical files including changing ledger cards. This often involves going into three different databases
Process and handle requests to print transcripts for students to send to college including checking all four years courses, and credits as well as GPAs.
Mail mid-year grades with the new calculated GPA to every school the seniors applied to.
Input student information into SMS and make any changes in their record.
Answer all main office telephones. Provide customer service by providing information and directing calls to the appropriate person. Set up appointments for new parents to meet with the head of guidance. Verify graduation for employment purposes for past students. Sort and distribute mail.
Provides coverage for the Principal’s secretary when he/she is out.
Assist in school wide mailings as needed. Assist with MCAS materials as needed. Provide working papers to students upon request. Assist the Vice Principals with projects as needed.
Print labels for permanent ledger cards. Print final report cards for the year, and file in the student’s folders. File senior transcripts in file. Prepare files for incoming 9th graders.
Assists with the teacher appraisal process for seniors.
Prepare mailing for opening day packet to send home to parents.