Executive Assistant - Records, High School (Grade 3 - 12 Month)

Department: Records Office, High School

FLSA Status (Exempt/Non-exempt): Exempt, NESA

Reports To: High School Vice Principal

SUMMARY

The Executive Assistant for Records, High School is to assist the scheduling/data analyst and Vice Principal with student scheduling/course registration and the maintenance of accurate and up-to-date student academic records for all students. The work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

REQUIRED QUALIFICATIONS 

• High school education plus one to two years college education plus two to three years of previous record keeping experience, computer experience and experience dealing with the public or any equivalent combination of education, training, and experience
• Thorough knowledge of office procedures, practices and terminology. Knowledge of policies and procedures of the student
  record keeping. Knowledge of the operation of computer software applications
• Ability to deal effectively and tactfully with staff and the public
• 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
• Strong communication and interpersonal skills
• Expertise and skill in utilizing a computer, the Google Suite, database, and spreadsheet applications
• Excellent customer service and interpersonal skills
• Excellent written and oral communication skills
• Strong organizational skills

JOB FUNCTIONS

• Serves as the primary support for the scheduler/data analyst with course registration and scheduling

• Assists with data entry when building the master schedule in the spring and summer and processing schedule changes throughout the school year

• Supports the scheduler/data analyst with flex block scheduling

• Supports the Vice Principal with the report card process

• Ensures student grades are properly posted and follows up with teachers
  as necessary. Receives and processes teacher grade changes after a term and its gradebook has closed

• Assists the Vice Principal and scheduler/data analyst with state reporting, in consultation with the district IT team

• Add summer school grades to student transcripts and ledger cards, add points and credits, average grades for GPA, if necessary

• Make all grade corrections in current year and historical files including changing ledger cards.

• Process and handle requests to print transcripts for students to send to college including checking all four years courses, and credits as well as GPAs

• Assists the registrar in sending mid-year grades to schools that seniors apply to

• Print final report cards for the year and file in the student’s folders. File senior transcripts in file

• Input student information into Aspen and make any changes in their record

• Answer main office telephones. Provide customer service by providing information and directing calls to the appropriate person

• Verify graduation for employment purposes for past students. Sort and distribute mail

• Provide working papers to students upon request

• Assist in school wide mailings as needed

• Assist the Vice Principal with MCAS materials and other projects as needed

• Performs similar or related work as required.

• Responsible for implementing “other job related duties” as needed
• 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. Refers all questionable cases to supervisor

PHYSICAL REQUIREMENTS

• Ability to operate computer, printer, telephone, copier, facsimile machine, and all other standard office equipment
• Ability to sit or stand for extended periods of time
• Sufficient mobility to navigate within a large or small school building
• Regularly required to lift and/or move objects weighing up to 25 pounds

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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.