Substitute Secretary (Part-Time)

Department: High School
Reports to: High School Principal/ House Dean
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.
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. This is a part time position from 8/3/2026-9/18/2026
Education, Training and Experience:
High school education and one to two years of office experience or any equivalent combination of education, training, and experience.
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 recognize and resolve problems with minimal administrative intervention. 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. Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Excellent customer service and interpersonal skills. Skill in all of the above listed tools and equipment.
Reasonable accommodations may be made to enable individuals with disabilities to perform the 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. Serves as Confidential Secretary to the House Dean and Assistant House Dean, if applicable. 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; 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. 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.
Collects monies from overdue obligations and submits the deposit to the bursar. 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.
Maintain office equipment, copier, printer, shredder, etc.
Orders supplies for the entire house.
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. 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.
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. updates this information in the school-wide Mac school database.
Helps monitor attendance, including communication with home.
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.
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. Work is performed in an office environment. 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. 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.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.