ASSISTANT - HOUSE
The purpose of this position is to assist the Housemaster
in the daily operations of the high school house. Performs a wide variety of complex
secretarial and administrative duties under broad supervision of the Housemaster. Work requires initiative and independent
judgment in the application of prescribed policies, procedures, and
methods. Performs all other related work
(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 Confidential Secretary to the Housemaster
and Assistant Housemaster, if applicable. Provides support for three counselors
and up to eighty faculty members. House Office Secretary is the first contact
with all sectors of the community including students, parents, staff, police,
Manages the Housemaster’s schedule,
correspondence, and facilitates meetings. Sets up meetings for the Housemaster,
Counselors and Teachers regarding IEP meetings. Provides customer service by
answering questions both in person or by telephone; provides information
relative to school system policies and procedures; refers individuals to
appropriate source as required. Responds tactfully to citizens complaints.
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
Housemaster and teachers. Maintains records and files. Drafts correspondence.
Produces a variety of informational mailings to parents/guardians, and students
including, but not limited to, opening day packet, obligation letters,
suspension letters, written academic comment slips, second cut letters, 504
Prepares various reports.
Collects monies from overdue obligations and
submits the deposit to the bursar. Collects monies for various activities.
Maintains a variety of databases including, but
not limited to, student attendance data, Student Contact data, and the Faculty
Monitors students that have been sent out of
class due to disciplinary issues or serving in-house suspension.
Sends out student updates to teachers for
counselors and special education teachers.
Alphabetizes teacher appraisals and sends them
along to the appropriate counselor.
Prints student schedules, teacher schedules,
alphas, class lists, comments, report cards and attendance records.
Maintain office equipment, copier, printer,
Writes student passes throughout the day.
Orders supplies for the entire house.
Meets with and assists parents.
Orders monthly passes through MBTA and
distributes T passes to students.
Collects all questionnaires for different clubs
and activities that may be going on in the school.
Types the General Education Accommodation Plan
for the counselors and sends it out to the appropriate people.
Requests homework from teachers when students
are absent more than two days.
Obtains coverage for Advisory H Block when all
I.S.S. faculty are assigned elsewhere.
Maintains student’s cumulative folders.
Organizes Freshman CUM folders that come from the middle schools to be
distributed to the appropriate houses.
Responsible for coordinating and organizing
major house events and projects including award ceremonies, graduation and
other important school events. Creates various forms, worksheets, programs and
Takes the lead for senior exit procedures
including collection obligations or obligation fees, collecting a future plans
questionnaires, distributing the senior cumulative records, health records, and
cap and gown.
Assists in the main office if needed. Assists
other Administrative Assistants for House if needed.
May help with the MCAS process including
counting and distributing exams, packaging and sending completed exams, filing,
May attend workshops, meetings or training
Creates and maintains the House web page.
Prepares and sends weekly email from the housemaster, maintains email mailing
Handles money following school procedures;
faculty dues, parking fees, graduation fees, etc.
Creates and maintains several related databases
including student data, suspension data, progress to graduation data, locker
assignments and lock combinations.
Create and maintain database of student requests
for teacher assessments. Monitors
received reports and follows-up regarding missing reports.
Writes-up excused absence, dismissals and tardy
passes through-out the day; updates this information in the school-wide Mac
Helps monitor attendance, including
communication with home.
similar or related work as required.
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.
Responsibility: Generally none. Supervises work-study students.
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 the public, students,
parents, teachers counselors, housemasters, city officials, Newton Police
Department, Psychologists, tutors and transportation. Contacts require a high
degree of tact and confidentiality.
Employee has access to highly sensitive and confidential
information pertaining to students.
Errors could result in delay or loss of service and
possible legal ramifications.
Recommended Minimum Qualifications:
Education, Training and Experience:
High school education and one to two years of office
experience or any equivalent combination of education, training, and
Knowledge, Ability and Skill:
Thorough knowledge of office procedures,
practices and terminology. Knowledge of policies and procedures of the school
department and the city departments. Working
knowledge of laws and policies relevant to the school’s work. Knowledge of the
operation of computer software applications.
Ability: Ability to deal effectively and tactfully with staff, students and
the public. Ability to compose
correspondence. 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
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