Executive Assistant – Career & Technical Education

Department:

Career & Technical Education

Job Title:

Executive Assistant – Career & Technical Education

FLSA Status:

(Exempt/Non-exempt)

Exempt; NESA

Reports to:

Director of Career & Technical Education

GENERAL DESCRIPTION (1-3 LINES DESCRIBING ROLE):

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.

QUALIFICATIONS:

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 of education, training, and experience.

Knowledge, Ability and Skill :

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. 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. Ability to work collaboratively in a team environment. Ability to diffuse 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. Skill in all of the above listed tools and equipment.

ESSENTIAL JOB DUTIES (NOT LIMITED TO):

Essential Functions :

(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.)

• Serves as Executive Secretary to the Director of Career and Technical Education.
• Manages the Director of Career and Technical Education’s schedule, correspondence, and facilitates meetings. Provides customer service by answering questions both in person or by telephone; provides information relative to the department’s policies and procedures; refers individuals to appropriate source as required.
• 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. in support of the department. Maintains various records and files. Orders and maintains necessary office supplies to efficiently run the office.
• Oversees the daily operations of the office.
• Maintains daily attendance records for department staff.
• Processes the weekly payroll for the work study program. Submits weekly spreadsheet with hours to the Payroll Department. Maintains related records and reports.
• Makes arrangements for the Director, Department Head and staff members to attend workshops and conferences. Handles the related travel arrangements and record keeping.
• Oversees the process of accepting donations to the department, such as computers, old cars, restaurant equipment, etc. Upon approval of the Newton School committee, arrange for the pick up and delivery of donated items to the appropriate lab area and write thank you notes to the donator.
• Prepares and processes purchase orders for all programs within the department and keep related records. Tracks expenditures against budget and maintain up-to-date balance records.
• Maintains various financial records for the school including enrollment records, tuition payments, deposits and expenditures.
• Maintains various financial records for the Tiger’s Loft account and ensures expenses are in line with the budget. Handle all purchase orders and process invoices. Maintains weekly records of deposits, and generates a profit and loss report after each semester.
• Maintains various financial records for the Production Center. Handles all purchase orders and process invoices. Processes internal expense transfers for all NPS or City of Newton jobs run in the Production Center. Processes all Maintenance and Repairs for all department equipment including major repairs for large dollar amount equipment.
• Assists in the planning and coordinating of major department events including two Advisory Committee Dinner Meetings, Outstanding Student of the Year Award Ceremony, Career and Tech Ed Open House, and the Career and Tech Ed Scholarships and Awards Assembly.
• Notifying Transportation Department of Newton South HS students needing transportation to and from Newton North CTE classes.
• Maintain files on Newton Public Schools students attending out-of-district Career and Technical Education schools and follow up regarding periodic progress reports, and process related invoices.
• Processes all requests for quotes and bids.
• Assists the Director in preparing various reports including the Semi-Annual Occupational Education Reports for the Massachusetts Department of Education and various other state reports.
• May attend workshops, meetings or training sessions.

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 other clerical employees, interns and student help.

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 staff members, various school and city department secretaries, central staff employees and vendors. Makes occasional contact with the general public.
• Employee has access to confidential personnel information and student information.
Errors could result in delay or loss of service.

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.)