Department:

Middle School

Job Title:

Administrative Assistant

FLSA Status:
(Exempt/Non-exempt)

Exempt; (NESA GRADE 1)

Reports to:

Middle 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 perform routine to more complex secretarial, clerical, recordkeeping, and accounting and office duties under general direction of a school administrator, department/division head, program advisor, or high level executive secretary. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Qualifications:

Required Qualifications :


Education, Training and Experience:
High school education and one to two years of experience in general clerical and secretarial work, with school experience preferred; or any equivalent combination of education, training, and experience.

Knowledge, Ability and Skill:
Knowledge: General knowledge of office procedures, practices and terminology. Working knowledge of departmental operations. Knowledge of the operation of computer software applications. Knowledge of web design, editing, and updating is helpful.

Ability: 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: Skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Good customer service skills. Skill in all of the above listed tools and equipment. Skill in typing and note taking.

Essential Job Duties and Responsibilities (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.)

• 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.

Supervision :
Complexity: Performs a variety of secretarial and clerical duties requiring the exercise of judgment in relation to problems, and the ability to work with numerous interruptions; is generally responsible for carrying through entire functions of considerable importance to the office.

Independent Action: Works under general direction typically setting own daily work plan and choosing between appropriate courses of action to achieve defined objectives; refers only unusual cases to supervisor.

Supervisory Responsibility: None.

Work Environment & Physical Requirements:

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 and all other standard office equipment.
• Makes frequent contact with school department staff. May have contact with the public, students, parents, vendors, and outside agencies and organizations.
• Maintains limited amount of department oriented confidential information.
• Errors could result in confusion and delay and adverse public relations.

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 15 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.)