Executive Assistant (ELL/Teaching and Learning) 2024-2025 SY

Department : Office of Teaching & Learning Job Title : Executive Assistant (ELL / Teaching & Learning) FLSA Status :

Exempt / Non-exempt) NESA; Grade 3;

Exempt Reports to : Assistant Superintendent for Teaching & Learning

GENERAL DESCRIPTION (1-3 LINES DESCRIBING ROLE) :

The purpose of this position is to perform a wide variety of complex clerical, administrative, accounting and office duties under general direction of the Assistant Superintendent for Teaching & Learning.

Work requires a high level of initiative and independent judgment in the application of procedures and methods. Performs all other related work as required.

QUALIFICATIONS : QUALIFICATIONS :

QUALIFICATIONS :

• High school education plus one to two years college education (Bachelor’s degree preferred)
• Two to three years of experience working in an office or educational environment (four to six years preferred)
• Strong skills in Microsoft Word, Excel and PowerPoint
• Ability to handle multitude of varying and complex issues
• Ability to operate effectively in the absence of complete information
• Excellent oral and written communication skills
• Excellent organizational skills
• Prior knowledge of curriculum is preferred
• Ability to multi-task
• Ability to learn and provide administration for new software programs quickly
• Willingness to work and provide leadership with other members of the department on projects as needed

ESSENTIAL JOB DUTIES (NOT LIMITED TO) :

• Provides information via phone and email to ELL families about registration and student assessment.
• Assists families with access to Registration Gateway and documents required to register for school.
• Manages the organizing, digitizing and posting content with input from the Curriculum Coordinators
• Performs in clerical leadership capacity in operating with limited direction from the Curriculum Coordinators on curriculum and professional development projects, receives input, general direction and final approval from Curriculum Coordinators
• Manages the scheduling of meetings, calendars, workshops, and other projects for Curriculum Coordinators
• May re-write curriculum documents with general direction from Curriculum Coordinators
• Administers the Fine Arts program including processing applications, assessing and collecting fees, payments, accounting and managing transportation for special events.
• Responsible for accurately tracking, processing, and administration of the EEE program including payroll
• Develops systems to support the Curriculum Coordinators assist the schools
• Manages the professional development software, SmartEDU, including entering workshops, updating the User Database, running reports and uploading staff data each year.
• Generates ideas and implementation for process improvement with organization in the Teaching and Learning Center
• May analyze elementary array and project / order materials
• Responsible for purchasing materials and services for Curriculum Coordinators including obtaining quotes for products, submitting requisitions in FinancePlus, and tracking order status, and approving payment
• Autonomously receives, verifies for accuracy, and re-distributes materials including repacking those materials for distribution to schools
• Performs routine office tasks including answering phones, photocopying, and communications
• Other duties as needed

Supervision :

Complexity : Performs varied and responsible functions requiring a thorough knowledge of departmental operation and the exercise of judgment and initiative to interpret guidelines, policies, procedures, and practices.

This position requires a moderate-high level of initiative and prioritization.

Independent Action : Works under broad supervision, following department rules, regulation and policies, requiring the ability to plan and perform operations, and to complete assigned tasks according to a prescribed time schedule.

Refers questionable situations to supervisor.

Supervisory Responsibility : None

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.

May have contact with the public, students, parents, vendors, and outside agencies and organizations. Maintains limited amount of department oriented confidential information.

Errors could result in confusion, delay and adverse curriculum delivery to students as well as 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 20 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 : 7 / 24 / 14

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.