Administrative Assistant Student Services Grade 3

Administrative Assistant for Student Services Grade 3

Starting Date: Immediately

Job Description 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.

The purpose of this position is to perform moderately complex to complex secretarial, clerical, record‑keeping, and accounting duties under the general direction of a school administrator, department/division head, program advisor, or other administrative employee. It requires initiative, independent judgment, and the ability to apply prescribed policies and procedures.

Recommended qualifications: 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 of office procedures, departmental operations, and computer software applications.

Ability to communicate effectively, compose correspondence, follow instructions accurately, organize and prioritize tasks, operate a personal computer with intermediate skill in word processing, databases, spreadsheets, and other software, and multi‑task.

Skill in word processing, database, accounting, and spreadsheet applications; customer service; typing; note‑taking.

• Provide customer service by answering questions in person or by telephone, delivering information, and referring individuals to appropriate sources.
• Perform general clerical duties: word processing, making copies, filing, data entry, answering the telephone, open and deliver mail, maintain records and files, draft correspondence, and schedule appointments.
• Maintain department‑related data, gather information, and prepare reports.
• Maintain internal control for office supplies and track the department budget.
• Prepare administrative documents (requisitions, invoices, budget transfers, supporting documentation) and maintain records and spreadsheets for purchases, payroll, petty cash, budgets, checking, and other accounts.
• Perform moderately complex accounting and bookkeeping tasks; collect registration fees.
• Handle office traffic, assist students, teachers, parents, administrators, and visitors; locate students and record attendance.
• Support teachers with supplies, clerical help; coordinate material for programs such as the summer study program.
• Interface with parents, teachers, school counselors, and college admissions to deliver documentation and reporting requests.
• Oversee the transcript process for seniors, manage transcript requests, troubleshoot issues, and handle official documentation.
• Manage Naviance imports/exports and support the college application process from beginning to end.
• Maintain departmental databases, print award certificates, and calendar department events throughout the year.
• Assist with the new student registration process.
• Assume duties of another secretary when workload is heavy or the secretary is absent.

Performs a variety of secretarial and clerical duties requiring judgment, works with multiple interruptions, and carries out entire functions of considerable importance.

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

May supervise students, interns, or temporary help.

Work is performed in an office environment, moderately noisy, with frequent interruptions. Duties include operating a computer, printer, telephone, copier, and facsimile machine. The employee must sit, communicate, occasionally walk, and lift up to 15 pounds. Adequate vision and hearing are required, as is the ability to operate a keyboard and calculator at efficient speed.

Position Type: Full‑Time

• Citizenship, residency, or work visa required.

• John Harutunian, Principal
• Oak Hill Middle School
• Email: harutunianj.ma.us