Administrative Secretary - Teaching and Learning

Administrative Secretary Teaching and Learning The Administrative Secretary Teaching and Learning provides a wide variety of complex and confidential administrative and secretarial support to administrators and teachers on special assignment in different academic areas and offices. The position will effectively communicate with parents, students, teachers, and school administrators; coordinate and oversee department functions and procedures; have oversight of site programs and activities; and ensure efficient implementation of assigned functions. This position will report to multiple assigned supervisors in the department and will also support their respective team members as appropriate. Minimum Required Qualifications: High school diploma or equivalent Minimum two (2) years experience working as a Secretary or Administrative Assistant Basic experience and proficiency using Microsoft Office Suite (Word, Excel, PowerPoint, Access, etc.) and experience using data based software Valid Driver's License and evidence of insurability with dependable/reliable access to transportation Speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English Experience operating standard office equipment, including computer, phone, scanner, fax, and copy machines Preferred Qualifications: Experience using PowerSchool, Business Plus, SmartFind Express, and Kronos or similar programs Advanced experience working in cloud-based applications, including securely sharing files in OneDrive, collaborating on web-based documents, and experience with Microsoft Teams Experience with calendaring programs to schedule meetings with multiple people and set reminders for self and others about upcoming events Experience preparing and supporting meetings, taking accurate minutes, preparing and supporting professional development sessions, or other large professional events Experience maintaining a website and other public-facing communications Advanced proficiency in Microsoft Office Word, and Excel, including the ability to use spreadsheets efficiently, produce graphs and tables, perform calculations, and automation to process large amounts of data, and merge data into other documents Experience performing standard bookkeeping Demonstrated ability to speak, read, and write professionally, using a formal tone and formatting that is appropriate for work emails, letters, and business documents (e.g., sole source, MOUs) Experience using data collectors such as Microsoft Office Forms, Qualtrics, Survey Monkey, etc. Spanish or other language proficiency, including ability to read, write, speak, and understand Essential Functions & Responsibilities: Oversee the work activities within the department and office to organize the schedule and assignments, monitor progress, and ensure completion within established guidelines Compile data from a wide variety of sources (e.g., MS Office Forms, timesheets, calendars, expenditures/budget, internet research, etc.) to analyze data, prepare reports, make recommendations, and prepare information for assigned supervisors and district offices Perform standard bookkeeping, including monitoring expenditures and encumbrances using information from accounting software, and maintain accurate records Utilize Excel spreadsheets efficiently to produce graphs and tables, perform calculations, and automation to process large volumes of data, and merge data into other documents Create and maintain a variety of records and process documents to build systems for workflow Maintain a wide variety of manual and electronic documents, web-based documents, files, and records, (e.g., budget data, PowerSchool information, financial records, etc.) to provide up-to-date information and historical reference in accordance with established administrative guidelines Process a wide variety of documents and materials to disseminate information, ensure completion of department processes, and remain in compliance, with administrative guidelines and regulatory requirements for Federal and state programs and grants Learn and use specific technology, cloud-based applications, (OneDrive, Teams Ability, MS Office forms, PowerSchool, Business Plus, MIDAS, SmartFind Express, Kronos, learning management systems - Canvas, Google Classroom, registration, and records software - MIDAS, KickUp, and University registration systems, etc.) as required by supervisors to support the department Communicate effectively with diverse individuals and groups of people while maintaining confidentiality and building positive working relationships with employees and stakeholders Respond to various inquiries from internal and external stakeholders (e.g., administrators, teachers, parents, departments, etc.) to provide information and facilitate communication among parties Participate in meetings, workshops, and seminars, as assigned to convey, and gather information required to perform functions Maintain equipment inventory, including digital component and account licenses if appropriate Coordinate large materials orders with multiple schools and place orders annually Support a team environment by collaborating with own and other work units to effectively perform the duties of the position, including collaborating in peak time to support smooth office functions throughout the department Work under limited supervision, utilizing time management and prioritization strategies, accurately processing detailed information, and meeting deadlines Speak, read, write, present professionally, analyze, understand, and interpret written and verbal communications in English including grammar and punctuation; listen to and understand information and ideas presented verbally or in writing Adapt to changing work priorities and work with frequent interruptions, as required Perform other related duties as assigned to ensure the efficient and effective functioning of the work unit Maintain regular and predictable attendance to fulfill job requirements efficiently and effectively