Executive Assistant - Newton, United States - Newton Public Schools

Newton Public Schools

Verified Company

Newton, United States

3 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

JobID: 4889

Position Type:

Secretarial/Secretary
Date Posted:

4/24/2024
Location:
Newton North High School

Department:

Athletics and PE, Health and Wellness Departments

Job Title:

Executive Assistant

FLSA Status:

(Exempt/Non-exempt)

NESA (Grade 3)

Reports to:

Athletic Director/PE, Health and Wellness Department Chair
GENERAL DESCRIPTION (13 LINES DESCRIBING ROLE):

QUALIFICATIONS:

Recommended Minimum 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:
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.

ESSENTIAL JOB DUTIES (NOT LIMITED TO):

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. 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.)

Provide customer service by answering questions both in person or by telephone; provides information relative to departmental procedures; refers individuals to appropriate source as required.
Perform all general clerical duties including, but not limited to, word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail, etc. Maintains records and files. Drafts correspondence. Schedules and maintains appointments.
Maintain department related data, gathers information and insures the timely preparation and coordination of a variety of reports.
Prepare all necessary administrative documents to ensure the timely and accurate processing of the Department's business functions including, but not limited to requisitions, receiving invoices, budget transfers, supporting documentation, etc. May maintain records and spreadsheets and documents related to purchases, payroll, petty cash, budgets, checking and other accounts and other miscellaneous administrative functions; prepares a variety of reports as directed.
Maintain internal control system for monitoring, ordering and distributing materials and office supplies. Tracks the department budget.
May perform moderately complex accounting and bookkeeping tasks. May perform registrations and collect related fees.
Handles all office traffic; students, teachers, parents, administrators, visitors, etc. Assist each with individual situation as needed. Locates students for various persons and by phone.
May perform attendance tracking and recordkeeping duties for teachers and students.
As needed, Administrative Assistant may assume the duties of another secretary when workload is heavy or the secretary is absent. Performs similar or related work as required.
Secretary to two separate departments. In the PEHW department, must attend to an instructional staff of six fulltime teachers and one parttime teacher. For the Athletics department, performs responsible secretarial duties for approximately 80 coaches, 36 teams all levels.
The secretary is responsible for public communications, correspondence, and daily office administration for the PEHW Department and the Athletic Department, and manages the budget for both areas.
Regularly communicates with staff, coaches, parents, other schools, MIAA, Assigners, other Athletic directors, administrators, city officials, game officials, bus company, and newspaper reporters.
Oversees athletic clearance; physical dates, parental permission cards, user fees, etc.
Prepares annual bid orders for athletics and health supplies for the athletic trainer.
Calculates and reports payroll for coaches in the Fall, Winter, Spring. Also prepares intramural payroll and preseason payroll.
Oversees athletic user fees; collection; input data into city database; city deposits; Ed Center Reports.
Manages all MIAA schedules, forms and documents.
Coordinates vendor contracts which involves renewal, payment, installation and removal and maintenance calls.
Keeps in contact with affiliated web hosting company for any updates or problems on department website.
For the PEHW Department, provides classroom supplies, prints class lists & class materials, prepares purchase orders, and communicates with students when necessary.
Maintains Athletic checking account; reconcile monthly statements.
Coordinates all sports awards w