Long Term Sub - Executive Asst-Records

Department: High School Records Office

Reports To: High School Principal

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.

Qualifications:

Education, Training and Experience:

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.

Knowledge, Ability and Skill:

Knowledge:  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:  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.

Skill: 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.

Essential Job Duties (Not Limited To): 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.

• 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 9^th
• Assists with the teacher appraisal process for seniors.
• Prepare mailing for opening day packet to send home to parents.
• Performs similar or related work as required.

Supervision:

Complexity: Performs varied and responsible functions requiring a thorough knowledge of departmental operations and the exercise of judgment and initiative to interpret guidelines, policies, procedures and practices.

Independent Action:  Works under broad supervision, following department rules, regulations and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule.  Refers all questionable cases to supervisor.

Supervisory Responsibility:  None.

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, folding machine, auto stamp machine and all other standard office equipment.
• Makes frequent contact with the public, students, parents, teachers, secretaries, college admissions, department heads, guidance counselors, outside organizations.
• Employee has access to highly sensitive and confidential student information.
• Errors could result in delay or loss of service and possible legal ramifications.

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 10 pounds.  Vision and hearing at or correctable to normal ranges.  This position requires the ability to operate a keyboard and calculator at efficient speed. 

(This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.)

Newton Public Schools is an Equal Opportunity Employer.  Newton Public Schools ensures equal employment opportunities regardless of race, creed, sex, color, national origin, religion, age, sexual orientation, disability, or any other class as protected by law.  The Newton Public Schools places a high value on diversity and active recruitment of qualified minority teachers and staff. Any individual needing assistance in making application for any opening should contact the district human resources office.