Executive Assistant – Career & Technical Education

Executive Assistant – Career & Technical Education

Newton Public Schools – District Wide – Newton, Massachusetts

Starting Date: Jul 1, 2026

The purpose of this position is to perform a wide variety of complex secretarial and administrative duties to assist the Director of Career and Technical Education. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

Recommended

Minimum Qualifications:

• Education, Training and
  
  Experience:
  
  High school education plus one to two years college education plus two to three years of related office experience including accounting experience and computer experience or any equivalent combination.
• Knowledge: Thorough knowledge of office procedures, practices, and terminology; knowledge of policies and procedures of the Career and Technical Education department, the school system, and the city departments; knowledge of the operation of computer software applications.
• Ability: Ability to deal effectively and tactfully with staff and the public; recognize and resolve problems with minimal administrative intervention; interpret and implement instructions; prioritize and complete multiple tasks with frequent interruptions; analytical ability; accuracy and attention to detail; operate a personal computer with intermediate to advanced skill; work collaboratively in a team environment; diffuse difficult situations.
• Skill: Expertise in personal computers, word processing, database, and spreadsheet applications; excellent customer service and interpersonal skills; excellent written and oral communication; strong organizational skills.

• Serves as Executive Secretary to the Director of Career and Technical Education.
• Manages the Director’s schedule, correspondence, and facilitates meetings. Provides customer service by answering questions in person or by telephone and referring individuals to appropriate sources.
• Performs general clerical duties including word processing, making copies, filing, data entry, answering the telephone, opening and delivering mail; maintains records and files; orders and maintains office supplies.
• Oversees the daily operations of the office.
• Maintains daily attendance records for department staff.
• Processes weekly payroll for the work‑study program; submits weekly spreadsheet to Payroll Department; maintains related records and reports.
• Makes arrangements for staff to attend workshops and conferences; handles travel arrangements and record keeping.
• Oversees the process of accepting donations to the department (e.g., computers, old cars, restaurant equipment); upon approval, arranges for pickup and delivery to the appropriate lab area and writes thank‑you notes.
• Prepares and processes purchase orders for all programs; tracks expenditures against budget; maintains up‑to‑date balance records.
• Maintains financial records for the school, including enrollment, tuition payments, deposits and expenditures.
• Maintains financial records for Tiger’s Loft account; ensures expenses align with budget; handles purchase orders and invoices; maintains weekly deposits; generates profit and loss reports.
• Maintains financial records for the Production Center; handles purchase orders and invoices; processes internal expense transfers; processes maintenance and repairs for department equipment.
• Assists in planning and coordinating major department events.
• Notifies Transportation Department of students requiring transportation.
• Maintains files on students attending out‑of‑district CTE schools; follows up on progress reports; processes related invoices.
• Processes requests for quotes and bids.
• Assists the Director in preparing state reports.
• May attend workshops, meetings or training sessions.
• Performs similar or related work as required.

Complexity:
Performs varied and responsible functions requiring thorough knowledge of departmental operations and initiative to interpret guidelines and policies.

Independent Action:
Works under broad supervision; follows department rules and policies; requires ability to plan and…