Administrative Assistant (NESA Grade 2)

Department: Multiple Academic Departments

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

Reports to: Applicable Department Heads

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.

SUMMARY:  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.

Qualifications:

Recommended Qualifications:

Education, Training and Experience:

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.

Knowledge, Ability and Skill:

Knowledge:  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:  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: 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.

Essential Job Duties and Responsibilities (Not Limited To):

Essential Functions:

(The essential functions or duties listed below and on attachments are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

• 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.
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• 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.
• Provides customer service by answering questions both in person or by telephone; 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. Field questions and problems from students, parents, teachers, and determine appropriate process for addressing these issues.
• Oversee daily operations of the department(s). Set-up meetings arrange materials for meetings. 
• 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.
• 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.
• Maintain internal control system for monitoring, ordering and distributing materials and supplies. Tracks the department budget. Account for all books, materials, and supplies when received from vendors and research problems with delivery or payment. Maintains inventory count of books, materials, and supplies.
• May perform moderately complex accounting and bookkeeping tasks. May perform registrations and collect related fees.
• 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.
• 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.

Supervision:

Complexity: Performs a variety of secretarial and clerical duties requiring the exercise of judgment in relation to problems, and the ability to work with numerous interruptions; is generally responsible for carrying through entire functions of considerable importance to the office.

Independent Action:  Works under general direction generally setting own daily work plan and choosing between appropriate courses of action to achieve defined objectives; refers only unusual cases to supervisor.

Supervisory Responsibility:  May supervise students, interns or temporary help.

Work Environment & Physical Requirements:

Work Environment:

• Work is performed in an office environment. Majority of work is performed in a moderately noisy work environment, with frequent interruptions.
• Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment.
• Makes frequent contact with school department staff. Contacts are typically with the public, students, parents, vendors, and outside agencies and organizations.
• Maintains significant amount of department oriented confidential information.
• Errors could result in confusion and delay and adverse public relations.

Physical Requirements:

(The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)  While performing the duties of this job, the employee is frequently required to sit, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms.  The employee must occasionally lift and/or move objects weighing up to 15 pounds.  Vision and hearing at or correctable to normal ranges.  This position requires the ability to operate a keyboard and calculator at efficient speed.