Office Executive Assistant - Elementary School

Office Executive Assistant - Elementary School Starting Date: Immediately Job Description Department: Principal’s Office – Elementary School Job Title: Executive Assistant – Elementary School FLSA Status: Exempt; NESA Grade 4a 221 days Reports to: Elementary School Principal 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 assist the Elementary School Principal in the daily operations of the school. Performs a wide variety of complex secretarial and administrative duties under the broad supervision of the Principal. Work requires initiative and independent judgment in applying prescribed policies, procedures, and methods. Performs all other related work as required. Qualifications Education, Training, and Experience: High school education plus two years of college education and at least two years of office experience 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 school department and the city departments; thorough understanding of educational systems; working knowledge of laws and policies relevant to the school’s work; familiarity with accounting principles and procedures; knowledge of the operation of computer software applications. Ability: Ability to deal effectively and tactfully with staff, students, and the public; compose correspondence; recognize and resolve problems with minimal administrative intervention; interpret and implement instructions provided in oral and written form; prioritize and complete multiple tasks with frequent interruptions; accuracy and attention to detail; analytical ability; operate a personal computer and use word processing, database, spreadsheet, and other software at an intermediate to advanced level; work collaboratively in a team environment; diffuse difficult situations to enable effective problem‑solving. Skill: Expertise 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 Executive Secretary to the Principal. Given the Principal’s absence or meetings outside the school, handles all office requests, both routine and complex. Manages the Principal’s schedule, correspondence, and arranges meetings; provides customer service by answering questions in person or by telephone; provides information relative to school system policies and procedures; refers individuals to appropriate source; responds tactfully to citizens’ complaints and to the needs of faculty and staff. Performs general clerical duties, including word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, and maintains records; drafts correspondence; produces informational mailings to parents/guardians, end‑of‑year class lists, opening day packets, progress reports, report cards, and other correspondence. Oversees the development and accurate completion of various reports. Oversees personnel issues for staff of between 50 and 100 employees; prepares hiring requisitions; processes assignments, payroll, and attendance changes; handles confidential staff problems and student issues discreetly; creates and maintains personnel files and reports. Serves on the School Crisis Committee. Manages the workflow and may assign or reassign support staff to cover absent employees or handle emergencies. Develops new systems to enhance office and school effectiveness and efficiency. Researches policies, guidelines, historical and current data and information, and laws relevant to the school’s work. Prepares and communicates appropriate information, reports, and forms to other schools, the appropriate offices at the Ed Center, City Hall, and Social Service Agencies. Provides support to the management of the entire school community, including staffing, budget, finance, and support services. Participates in arranging and scheduling major elementary school events and projects, such as arranging for the Creative Arts Program, Understanding Our Differences, Newton Community School classes, 5th‑grade graduation, and other important school events. Alerts the Principal to attendance problems; troubleshoots to prevent discord among staff; actively promotes harmony; assigns daily responsibilities to ISS/Building Substitutes and teaching assistants; may provide classroom coverage if needed. Acts as point person for communications between the school and Central Office and/or other governmental agencies. May maintain the Special Education Calendar and arrange reports and parent notifications for IEP meetings. Responsible for registrations of all incoming students, including the kindergarten class; assists in organizing kindergarten screening, initial contacts with parents, verification of materials, and appointments. Manages the Students Activity Account, Social Fund Account, and Library Account; prepares deposits, pays bills, balances statements, and maintains communication with the Ed Center and City Hall to ensure smooth coordination of operations. Maintains school budget and prepares reports for Principal review; executes purchase orders, prepares transfer of fund requests, receives goods, authorizes invoice payments, and handles vendor or accounting problems with appropriate departments. Assists with planning student field trips, making bus arrangements, and collecting and depositing fees. Assists the school nurse if needed. Assists with the preparation, distribution, and return of MCAS materials to DOE and corrects the MCAS Excel Inventory for DOE. Works in conjunction with PTO to provide information and support as needed for projects and activities. Processes CORI applications. May interface with Food Service Personnel. May provide support to the custodian by assisting with coordinating duties if needed. May work with the Inclusion Facilitator to ensure staffing of the most at‑risk students. May attend night meetings or workshops, meetings, or training sessions. Performs similar or related work as required. Consistent, reliable, and punctual attendance is essential for supervision and instruction of students. Responsible for implementing other job‑related duties as needed. Work Environment & Physical Requirements Work is performed in an office environment. The majority of work is performed in a moderately noisy environment, with frequent interruptions. Operates computers, printers, telephones, copiers, facsimile machines, and all standard office equipment. Makes frequent contact with school staff, the public, students, parents, city and state officials, vendors, consultants, and outside agencies. These contacts require a high degree of tact and confidentiality. Employee has access to highly sensitive and confidential information pertaining to staff, parents, and students. Errors could result in delay or loss of service, monetary loss, possible injury to others, damage to buildings and/or equipment, and possible legal ramifications. Physical Requirements Employee is frequently required to sit, communicate, or hear; regularly required to walk, handle or feel objects, tools, or controls, and reach with hands and arms. Employee occasionally lifts and/or moves objects weighing up to 15 pounds. Vision and hearing are at or corrected to normal ranges. Position requires the ability to operate a keyboard and a calculator efficiently. (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.) Date Updated: 5/2014 #J-18808-Ljbffr