Executive Assistant - House Secretary (Grade 3 - 12 Month)

High School House Office Secretary

The purpose of this position is to assist the House Dean in the daily operations of the high school house. Performs a wide variety of complex secretarial and administrative duties under broad supervision of the House Dean. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Recommended Minimum Qualifications:

Education, Training and Experience: High school education and one to two years of office experience or any equivalent combination of education, training, and experience.

Knowledge, Ability and Skill: Thorough knowledge of office procedures, practices and terminology. Knowledge of policies and procedures of the school department and the city departments. Working knowledge of laws and policies relevant to the school's work. Knowledge of the operation 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 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. Ability to work collaboratively in a team environment. Ability to diffuse difficult situations to enable effective problem solving.

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 and Responsibilities (Not Limited To):

• Serves as Confidential Secretary to the House Dean and Assistant House Dean, if applicable. Provides support for three counselors and up to eighty faculty members. House Office Secretary is the first contact with all sectors of the community including students, parents, staff, police, etc.
• Manages the House Dean's schedule, correspondence, and facilitates meetings. Sets up meetings for the House Dean, Counselors and Teachers regarding IEP meetings. Provides customer service by answering questions both in person or by telephone; provides information relative to school system policies and procedures; refers individuals to appropriate source as required. Responds tactfully to citizens complaints.
• Performs all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc in support of the House Dean and teachers. Maintains records and files. Drafts correspondence. Produces a variety of informational mailings to parents/guardians, and students including, but not limited to, opening day packet, obligation letters, suspension letters, written academic comment slips, second cut letters, 504 letters, etc.
• Prepares various reports.
• Collects monies from overdue obligations and submits the deposit to the bursar. Collects monies for various activities.
• Maintains a variety of databases including, but not limited to, student attendance data, Student Contact data, and the Faculty Data Base.
• Monitors students that have been sent out of class due to disciplinary issues or serving in-house suspension.
• Sends out student updates to teachers for counselors and special education teachers.
• Alphabetizes teacher appraisals and sends them along to the appropriate counselor.
• Prints student schedules, teacher schedules, alphas, class lists, comments, report cards and attendance records.
• Maintain office equipment, copier, printer, shredder, etc.
• Writes student passes throughout the day.
• Orders supplies for the entire house.
• Meets with and assists parents.
• Orders monthly passes through MBTA and distributes T passes to students.
• Collects all questionnaires for different clubs and activities that may be going on in the school.
• Types the General Education Accommodation Plan for the counselors and sends it out to the appropriate people.
• Requests homework from teachers when students are absent more than two days.
• Obtains coverage for Advisory H Block when all I.S.S. faculty are assigned elsewhere.
• Maintains student's cumulative folders. Organizes Freshman CUM folders that come from the middle schools to be distributed to the appropriate houses.
• Responsible for coordinating and organizing major house events and projects including award ceremonies, graduation and other important school events. Creates various forms, worksheets, programs and catalogs.
• Takes the lead for senior exit procedures including collection obligations or obligation fees, collecting a future plans questionnaires, distributing the senior cumulative records, health records, and cap and gown.
• Assists in the main office if needed. Assists other Administrative Assistants for House if needed.
• May help with the MCAS process including counting and distributing exams, packaging and sending completed exams, filing, etc.
• May attend workshops, meetings or training sessions.
• Creates and maintains the House web page. Prepares and sends weekly email from the House Dean, maintains email mailing list.
• Handles money following school procedures; faculty dues, parking fees, graduation fees, etc.
• Creates and maintains several related databases including student data, suspension data, progress to graduation data, locker assignments and lock combinations.
• Create and maintain database of student requests for teacher assessments. Monitors received reports and follows-up regarding missing reports.
• Writes-up excused absence, dismissals and tardy passes throughout the day; updates this information in the school-wide Mac school database.
• Helps monitor attendance, including communication with home.
• 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: Generally none. Supervises work-study students.

Work Environment & Physical Requirements:

• 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 the public, students, parents, teachers counselors, House Deans, city officials, Newton Police Department, Psychologists, tutors and transportation. Contacts require a high degree of tact and confidentiality.
• Employee has access to highly sensitive and confidential information pertaining to students.
• 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.)