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Newton Public Schools · 1 month ago

Executive Administrative Assistant to the Principal - Middle School -Grade 4

Newton, MA

Full-time

Onsite

Entry Level

1+ years exp

Newton Public Schools is committed to equity and anti-racism in education. The Executive Administrative Assistant to the Principal will perform a variety of secretarial, clerical, recordkeeping, and accounting duties under the general direction of a school administrator, ensuring smooth administrative operations within the middle school.

EducationService IndustryTraining

Responsibilities

Performs a variety of secretarial, recordkeeping, and account maintenance activities

Types letters, forms, reports, memoranda and other materials from handwritten copy, rough draft, or general instructions; composes routine correspondence

Maintains a variety of records and data related to program/department activities such as attendance records, registration, schedules, and staff lists. Manages all department records and files

Maintains records and spreadsheets 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 simple accounting tasks. May perform registrations and collect related fees

Provides customer service by answering questions both in person or by telephone; greets visitors; 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. Locates administrators or students for various persons and by phone

Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail; assist in bulk mailings, etc. Schedules and maintains appointments

May assist with special programs and projects

Maintains department related data, gathers information and ensures the timely preparation and coordination of a variety of reports

May purchase office supplies and materials as needed

May perform attendance tracking and recordkeeping duties for teachers and students

May maintain daily and weekly bulletins and/or schedules

As needed, Senior Office Assistant may assume the duties of another secretary when workload is heavy or the secretary is absent

Performs similar or related work as required

Assist teachers, students and parents

Enter all information into MacSchool/Open District from emergency card information

Assist the Assistant Principal and Pupil Services with all aspects of MCAS. This requires preparation of all proctor assignments, student accommodations, accounting of all test materials, packing, and shipping of all MCAS materials

Enters student schedule changes

Prints report cards and distributes; corrects report cards when necessary

Enter annual bid order of all instruction supplies

Electronically submits all purchase orders

Approves all invoices for payment and submit to accounts payable

Run appropriate reports from Finance Plus

Process all PDP’s for teachers

Keeps Principal up-to-date with annual budget and monthly accounting

Assists department chairs with monthly accounting. Assists department Chairs with inventory. Assists Pupil Services with various projects. Schedules parent/teacher conferences

Reserves buses for field trips. Coordinates buses for Ski Club

Compiles and types summer mailings

Assists the librarian by collecting over-due library books at the end of each term

Qualification

Office procedures knowledgeComputer software proficiencyRecordkeeping skillsCustomer service skillsTyping skillsMulti-tasking abilityCommunication skillsOrganizational skills

Required

High school education and one to two years of experience in general clerical and secretarial work

General knowledge of office procedures, practices and terminology

Working knowledge of departmental operations

Knowledge of the operation of computer software applications

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 in utilizing personal computers, popular word processing, database, and spreadsheet applications

Good customer service skills

Skill in typing and note taking