Administrative Assistant (NESA - Grade 2)

Department: Multiple Academic Departments

FLSA Status (Exempt/Non-exempt): NESA Exempt

Reports To: Applicable Department Heads

SUMMARY

The Administrative Assistant will 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.

This role will be in charge of all the school ordering.

REQUIRED QUALIFICATIONS

• 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 and 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

JOB FUNCTIONS

• 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. Performs similar or related work as required.
• 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.
• Performs similar or related work as required.

PHYSICAL REQUIREMENTS

• Ability to operate computer, printer, telephone, copier, facsimile machine, and all other standard office equipment
• Ability to sit or stand for extended periods of time
• Sufficient mobility to navigate within a large or small school building
• Regularly required to lift and/or move objects weighing up to 25 pounds

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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.