Executive Assistant

• Records, High School (Grade 3
• 12 Month)
  Newton Public Schools
  Newton South High School
• Newton, Massachusetts This job is also posted in Newton Public Schools (MA)
  Job Details
  

Job ID:

5921759

Application Deadline:

Posted until filled

Posted:

Sep 10, 2026 4:00 AM (UTC)

Starting Date:

Immediately

Job Description

Department:

Records Office, High School

FLSA Status (Exempt/Non-exempt): Exempt, NESA

Reports To:

High School Vice Principal

SUMMARY

The Executive Assistant for Records, High School is to assist the scheduling/data analyst and Vice Principal with student scheduling/course registration and the maintenance of accurate and up-to-date student academic records for all students. The work requires initiative and independent judgment in the application of prescribed policies, procedures, and methods. Performs all other related work as required.

REQUIRED QUALIFICATIONS

High school education plus one to two years college education plus two to three years of previous record keeping experience, computer experience and experience dealing with the public or any equivalent combination of education, training, and experience

Thorough knowledge of office procedures, practices and terminology. Knowledge of policies and procedures of the student

record keeping. Knowledge of the operation of computer software applications

Ability to deal effectively and tactfully with staff and the public

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

Analytical ability. Accuracy and attention to detail

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

Strong communication and interpersonal skills

Expertise and skill in utilizing a computer, the Google Suite, database, and spreadsheet applications

Excellent customer service and interpersonal skills

Excellent written and oral communication skills

Strong organizational skills

JOB FUNCTIONS

Serves as the primary support for the scheduler/data analyst with course registration and scheduling

Assists with data entry when building the master schedule in the spring and summer and processing schedule changes throughout the school year

Supports the scheduler/data analyst with flex block scheduling

Supports the Vice Principal with the report card process

Ensures student grades are properly posted and follows up with teachers

as necessary. Receives and processes teacher grade changes after a term and its gradebook has closed

Assists the Vice Principal and scheduler/data analyst with state reporting, in consultation with the district IT team

Add summer school grades to student transcripts and ledger cards, add points and credits, average grades for GPA, if necessary

Make all grade corrections in current year and historical files including changing ledger cards.

Process and handle requests to print transcripts for students to send to college including checking all four years courses, and credits as well as GPAs

Assists the registrar in sending mid-year grades to schools that seniors apply to

Print final report cards for the year and file in the student's folders. File senior transcripts in file

Input student information into Aspen and make any changes in their record

Answer main office telephones. Provide customer service by providing information and directing calls to the appropriate person

Verify graduation for employment purposes for past students. Sort and distribute mail

Provide working papers to students upon request

Assist in school wide mailings as needed

Assist the Vice Principal with MCAS materials and other projects as needed

Performs similar or related work as required.

Responsible for implementing "other job related duties" as needed

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

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

PHYSICAL REQUIREMENTS

• Ability to operate computer, printer, telephone, copier, facsimile machine, and all other standard office equipment
• Ability to sit or stand for extended periods of time
• Sufficient mobility to navigate within a large or small school building
• Regularly required to lift and/or move objects weighing up to 25 pounds
• __

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.

Position Type:

Full-Time

Salary:

$60,180 to $65,824 Per Year

Job Requirements

Citizenship, residency or work visa required