Administrative Secretary I

Administrative Secretary IFacilitating seamless administrative operations for the program, the role involves both routine and specialized support under the guidance of the program principal.Duties, Responsibilities and Accountabilities:Secretarial Support: Execute secretarial tasks, including handling phone calls/emails and recording parent interactions. Operate office equipment, such as computers, copiers, and postage machines. Support overall office efficiency by assisting with various necessary tasks.Communications: Assist Connections' staff, vendors, students, and parents as needed. Serve as a source of information for staff, students, and parents. Handle inquiries, compose correspondence, and ensure confidentiality in all communications. Manage telephone calls, screening and transferring them to appropriate parties.Recordkeeping: Initiate, process, audit, and update specific reports, records, and files, including student schedules and grades. Create, update, and maintain various files and records in an efficient, orderly, and confidential manner, considering long-term archiving. Utilize spreadsheets, databases, and word graphic programs to enter data into computer systems. Maintain confidentiality of sensitive information. Update and maintain student records (such as schedules and grades) in the student information system (PowerSchool) and process transcript and records requests.Teamwork: Collaborate with staff, administration, vendors, parents, and others, emphasizing client service and satisfaction. Willingly undertake other related duties as required or assigned. A strong sense of teamwork, and the ability to work cooperatively with a positive team attitude in a flexible environment.Organize Activities: Plan, organize, and coordinate school activities and events, including reserving appropriate spaces and ensuring necessary materials and equipment are available. Coordinate with staff to schedule activities, assign responsibilities, communicate expectations, and ensure adequate staffing and supervision. Maintain accurate attendance records, activity calendars, facility reservations, staff assignments, and other required documentation.Knowledge, Skills, and Abilities:Possess exceptional interpersonal, organizational, communication (both written and verbal) and critical thinking skills as demonstrated in conjunction with good grammar and editing skills.Be highly proficient with computers, particularly with word processing, spreadsheets, and graphic platforms, and be able to utilize various applications and types of software to run reports, access information, collect information, organize information, create spreadsheets, and convey information.Have demonstrated the ability to quickly navigate new software or applications, seek additional support when necessary, and use a variety of computer systems, such as those in use by the district.Consistently carry out tasks in a highly organized manner, with high attention to detail, and with reliable timing and follow-through.Handle visits or phone calls from upset individuals in a calm and professional manner that supports a successful resolution of problems, whenever possible.Participate as a highly motivated team player. This requires a willingness to perform various job-related duties as situations require and sometimes requires tremendous patience and persistence.Demonstrate an unquestionable commitment to maintaining confidentiality.Language Skills: Ability to read and interpret documents such as professional journals, safety rules, operating and maintenance instructions, governmental regulations, and procedure manuals. Ability to write routine reports and correspondence with proper grammar and spelling. Ability to effectively present information and respond to questions from administrators, staff, parents and the general public.Mathematical Skills: Ability to work with and apply mathematical concepts such as fractions, percentages, ratios, and proportions to practical situations. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. Basic bookkeeping and accounting skills required.Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.Other Skills and Abilities: Demonstrated ability to operate computers and related software including publishing programs, Excel and Office programs. Ability to develop effective working relationships with students, staff and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all District requirements and Board of Education policies.Physical Demands: While performing the duties of this job, the employee is frequently required to stand and talk or hear and sometimes walk and sit. While performing the duties of this job, the employee may occasionally push or lift up to 50 lbs. such as boxes of books and AV carts. The employee is occasionally required to reach with hands and continuously will repeat the same hand, arm or finger motion many times as in typing. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus. This job requires individual to be able to react quickly in an emergency situation. The position requires the individual to meet multiple demands from several people and interact routinely with the students, parents, teachers and other staff.The statements contained herein reflect general details as necessary to describe the principal functions of this job, the level of knowledge and skill typically required, and the scope of responsibility, but they should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. This position description is not intended to be an exhaustive list of all duties, knowledge, or abilities associated with this classification but to accurately reflect the primary job elements. 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 this classification.We Are An Equal Opportunity Employer