Executive Assistant – Records, High School (Grade 3 - 12 Month)

Newton Public Schools; Newton (MA); On-site; USD 60,000 - 66,000; Full time

Job summary

Newton Public Schools at Newton South High School in Newton, Massachusetts, seeks an Executive Assistant for Records to support scheduling and data entry for course registrations and to maintain up‑to‑date student academic records.

The role reports to the High School Vice Principal and requires strong organizational and communication skills, proficiency with Google Suite and databases, and experience with transcript processing and state reporting.

Qualifications

• High school diploma with 1–2 years college and 2–3 years record-keeping experience.
• Thorough knowledge of office procedures and student record keeping.
• Strong communication and interpersonal skills with staff and the public.
• Proficient with computer software and Google Suite; capable of data entry and record keeping.

Responsibilities

• Serve as primary support for scheduling and data entry for course registration.
• Assist with master schedule data entry and schedule changes.
• Support with flex block scheduling and report card processes.
• Ensure grades are posted accurately; process grade changes after term close.
• Assist with state reporting in coordination with IT.
• Add summer school grades to transcripts and compute GPA where needed.
• Print transcripts and manage student file organization.
• Input student information into Aspen and update records as needed.
• Answer main office telephones and provide customer service.

Skills

Office procedures

Public interaction

Communication

Analytical ability

Data entry

Education

High school diploma + 1–2 years college

Equivalent combination of education, training and experience

Tools

Aspen

Google Suite

Database

Spreadsheets

Job description

Executive Assistant - Records, High School (Grade 3 - 12 Month)

Newton Public Schools Newton South High School - Newton, Massachusetts Open in Google Maps

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

Contact Information

• Meaghan Martin , House Dean
• Newton South High School
• Email: [e-mail]