Executive Assistant-Nce (.5 Fte) (Nesa Grade 3)

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 (1-3 LINES DESCRIBING ROLE): The purpose of this position is to perform moderately complex to complex secretarial, clerical, recordkeeping, and accounting and office duties under general direction of a school administrator, department/division head, program advisor, or other administrative employee. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

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:

Knowledge: General knowledge of office procedures, practices and terminology. Working knowledge of departmental operations. Knowledge of the operation of computer software applications. Knowledge of the operations of the pertinent school department/division/area 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, accounting 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 (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 full-time teachers and one part-time 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.

• Responsible for inclement weather communication (verbal and email). Must contact game officials, bus company, coaches, parents, and teams.

• 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 which involves printing certificates, keeping track of awards, ordering trophies, and setting-up ceremonies.

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 generally setting own daily work plan and choosing between appropriate courses of action to achieve defined objectives; refers only unusual cases to supervisor.

Supervisory Responsibility: May supervise students, interns or temporary help.

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. Contacts are typically with the public, students, parents, vendors, and outside agencies and organizations.

• Maintains significant 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.)

Date Updated:10/19/2017 Bargained with NESA

Newton Public Schools is an Equal Opportunity Employer. Newton Public Schools ensures equal employment opportunities regardless of race, creed, sex, color, national origin, religion, age, sexual orientation, disability, or any other class as protected by law. The Newton Public Schools places a high value on diversity and active recruitment of qualified minority teachers and staff. Any individual needing assistance in making application for any opening should contact the district human resources office.