Administrative Executive Assistant - High… at Newton Public… · Newton

Department: High School Main Office

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

Reports To: High School Principal

SUMMARY

The Administrative Executive Assistant - High School will provide complete administrative support to the High School Principal; supervise and coordinate the office of a large high school. They will perform and supervise a wide variety of complex secretarial and administrative duties under broad supervision of a High School Principal. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Other related work as required.

REQUIRED QUALIFICATIONS

• Associate degree
• Five or more years of administrative office experience preferably in a public school system or any equivalent combination of education, training, and experience
• Thorough knowledge of office procedures, practices and terminology
• Knowledge of policies and procedures of the school department and the city departments
• Thorough understanding of education systems
• Familiarity with accounting principles and procedures
• Knowledge of the operations of computer software applications
• Ability to deal effectively and tactfully with staff, students and the public
• Ability to compose correspondence
• Ability to recognize and resolve problems with minimal 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
• Ability to work collaboratively in a team environment
• Ability to diffuse difficult situations to enable effective problem solving
• Ability to manage complex confidential information in support of the principal
• Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications
• Experience with project management software such as Asana or Trello
• 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

DESIRED QUALIFICATIONS

• Bachelor’s degree

JOB FUNCTIONS

• Manages the Principal’s calendar, correspondence, and facilitates meetings
• Provides customer service by answering questions both in person and by telephone; provides information relative to school system policies and procedures; refers individuals to appropriate sources as required
• Responds tactfully to citizen complaints
• Oversees personnel issues for High School for up to 400 employees
• Prepares hiring requisitions for new personnel, processes change of assignments, payroll, and attendance
• Handles confidential staff problems or student issues discreetly and professionally
• Create and maintain various personnel files and reports
• Assists in the hiring of office support staff and provides appropriate training, coaching and mentoring to approximate 14-20 clerical staff in the department
• Oversees the successful completion of assignments in each office
• Maintains attendance records and provides coverage as needed
• Manages the work flow and assigns or reassigns support staff as needed to cover for absent employees, handle emergencies or to assist with variations in work flow
• Prepares hiring requisitions for teachers’ aides, instructional support staff, campus aides, and reappointment letters for non-PTS teachers
• Develops new systems to enhance school and office effectiveness and efficiency
• Research policies, guidelines, historical and current data and information for laws relevant to the school’s work
• Prepares and communicates appropriate information, reports and forms to other schools and the appropriate offices at the Ed Center
• Provides support to the management of the entire school community including staffing, curriculum and instruction, budget and finance and support services
• Responsible for coordinating and organizing major high school events and projects such as arranging for award functions, graduation etc
• Oversee the development and accurate completion of various data requests and reports
• Processes CORI and SORI applications
• Serves on the Safety Team and any other committees at the discretion of the principal
• Serves as the notetaker for various meetings of administrators including the weekly Administrative Team meeting and the weekly Department Head meeting
• Create and maintain all staff databases
• Assist with all administrative tasks and processes related to graduation
• 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.