Executive Assistant-Nce (Grade3)

Position Type:
Secretarial/Secretary
Date Posted:
10/13/2023
Location:
Newton Community School District
Closing Date:
10/27/2023 Department: Secondary Education Job Title: Executive Assistant FLSA Status:
(Exempt/Non-exempt) Exempt; NESA; Grade 3 Reports to: Director of Finance and Administration, Newton Community Education (NCE)
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.
Summary:
This position is part of the NCE Operations Team and performs a wide variety of complex secretarial and administrative to ensure effective and efficient daily operations of NCE programs, including graphic design/marketing tasks under the supervision of the Strategic Partnerships and Communications Manager. Work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.
Qualifications:
Full consideration will be given to candidates from historically underrepresented and marginalized communities.
Education, Training and Experience:

• Bachelor's degree and at least two years of office experience, preferably within a Community Education program; OR any equivalent combination of education, training, and experience. MA driver's license helpful. Fluent in an additional language other than English a plus.

Knowledge, Ability and Skill:

• Knowledge: Thorough knowledge of office procedures, practices and terminology. Thorough understanding of educational systems. Expert knowledge of the operation of computer software applications such as Microsoft Suite and Google Suite. Knowledge of social media platforms as a form of engagement, communication and marketing a plus..

• Ability: Ability to deal effectively and tactfully with staff, students and the public. Ability to compose eloquent correspondence that demonstrates a high level of customer service. 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. Accuracy and attention to detail. Analytical ability. 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. Ability to work collaboratively in a team environment. Ability to defuse difficult situations to enable effective problem solving.

• Skill: Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Excellent customer service and interpersonal skills. Excellent written and oral communication skills. Strong organizational skills. Skills in all of the above listed tools and equipment. Graphic design, social media engagement and marketing skills a plus.

Essential Job Duties and Responsibilities (Not Limited To):
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.

• Provides excellent and timely customer service by answering questions in person, on the telephone, and via email; provides information relative to NCE Programs policies and procedures; refers individuals to appropriate sources as required. Responds tactfully to customer service inquiries and complaints and seeks to resolve problems in a positive manner.
• Assists clients with registering, cancelling and transferring between classes; assists with all communications to students and instructors.
• Helps to manage and implement various office operations including scheduling, sending, tracking, gathering, and filing of documents; maintaining up-to-date templates and files.
• Maintains up-to-date, complete, and accurate records in registration system; assists with course and section creation and management, updates client and staff information, etc.
• Assists with onboarding of instructors and new admin assistants including setting up logins/passwords, training, orientation, etc.
• Creates, implements, and oversees the development and accurate completion of various reports.
• Develops new systems to enhance NCE office and program effectiveness and efficiency.
• Oversees room use assignments, schedules, and online link and login distribution.
• May occasionally be required to attend night meetings. May attend workshops, meetings or training sessions.
• Produces and distributes class rosters.
• Collects and submits new hire paperwork for instructors.
• Assists in marketing and communication tasks, including designing flyers, digital ads, and marketing emails.
• Collaborates with the Strategic Partnerships and Communications Manager to create a cohesive social media marketing strategy aligned with NCE mission and vision.
• Provides content for and creates engagement with NCE social media accounts (including Facebook. Instagram, Tik Tok).
• May design marketing flyers and emails
• Manages logistics for instructors and classes: supplies, classroom assignments, informational emails to students, permits, rosters, allergies, behavior management assistance.
• Performs 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. Produces a variety of informational mailings to parents/guardians, class lists, opening day packets, instructor supplies, and other correspondence.
• Consistent, reliable and punctual attendance is essential for supervision and instruction of the students
• Responsible for implementing "other job related duties" as needed

Supervision:

• Complexity: 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.

• Independent Action: 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.

• Supervisory Responsibility: May supervise up to five (5) other employees/staff. Assigns tasks and monitors progress. Does not hire/fire employees; however, makes recommendations.

Work Environment & Physical Requirements:
Work Environment:

• Work is primarily performed in an office environment with moderate noise and frequent interruptions. Some outside work particularly during the summer.
• Operates computer, printer, telephone, copier, facsimile machine and all other standard office equipment.
• Makes frequent contact with school department staff, with the public, students, parents, city and state officials, vendors, consultants, and outside agencies and organizations. Contacts require a high degree of tact and confidentiality.
• Employee has access to highly sensitive and confidential information pertaining to staff and students.
• Errors could result in delay or loss of service, monetary loss, possible injury to others, damage to buildings and/or equipment and possible legal, reputational, and financial ramifications.

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 10 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.)