Secretary

Secretary

Position Title: Secretary, Pupil Services

Category: Classified; Bargaining Unit eligible; FLSA applies

Contract: Initial one-year contract; contract days as determined by the Governing Board; other terms and conditions of employment as per the CBA and/or Board Policy.

Compensation: Salary, insurance coverage, and fringe benefits as per the current Board adopted policies and schedules, with placement for granted education, experience, and responsibility.

Education/Degree: High school diploma or equivalent

Reports to: Director, Pupil Services and Early Childhood

Supervises: N/A

Job Goal: In summary, this position is responsible for the efficient and effective operation of the ESCEO, its programs, and to serve both external and internal customers courteously and professionally.

Qualifications: The following qualifications are considered as guidelines:

• Proficiency with computer applications, including Microsoft Office, Google Workspace, and software/programs.
• Experience in EMIS required.
• Working knowledge of basic office procedures and operation of common office equipment and machines.
• Skills and abilities to write and speak effectively.
• Promotes positive internal and external customer relations, including creating effective interpersonal relationships and projecting a professional image.
• Alternative to the above as approved by the Governing Board.

Performance Responsibilities:

1. Communicate student and staff reporting requirements to district and other personnel responsible for collecting data.
2. Maintain Google Master Roster.
3. Sends communication to all eligible students for enrollment.
4. SDE review and verification of teacher entry.
5. Class list development and update.
6. Track enrollment and withdrawal.
7. Send communication to all parents and district personnel regarding student placement.
8. Create Special Education Advisory Council (SEAC) Google folder, agendas, and distribution to districts.
9. Create purchase orders for each department.
10. Maintain inventory of school psychology protocols.
11. Create staff meeting requests and Continuing Education Units (CEUs) certificates.
12. Presents a positive, pleasant attitude and promotes good relations between ESCEO, the general public, and staff.
13. Maintains equipment, as designated, including opening and closing of equipment each day.
14. Assists staff in preparing materials.
15. Maintains schedules of general activities, with special responsibility to the department of primary assignment, receiving and transferring messages as appropriate.
16. Completes work orders for duplicating or printing.
17. Operates duplicating and other machines as needed.
18. Cleans machines and equipment and makes minor repairs as needed.
19. Maintains work and storage areas.
20. Performs various related office duties as assigned, including receptionist duties, backup to other secretaries, etc.
21. Obtains quotations for purchases from commercial firms as directed.
22. Assists in training of temporary or student staff.
23. Maintains a record of equipment, mechanical failures, and service calls, when needed.
24. Works with administrators, other secretaries, other staff members, as appropriate, in determining copy layout, stock, ink, and other aesthetic and practical elements of a given job.
25. Assists with the design and duplication of necessary forms.
26. Maintains quick turn-around of projects; seeks direction from administration in determining priorities.
27. Updates and distributes forms on a set schedule or upon request.
28. Acts as an emissary of ESCEO, greeting external and internal customers courteously and assisting them in any way possible.
29. Any other duties assigned by the Superintendent.

Required Ethical and Professional Attributes and Behaviors:

1. Is regular and prompt in attendance.
2. Seeks opportunities to improve skills and grow professionally.
3. Prepares an annual professional development plan that links professional growth with ESCEO and other assigned goals.
4. Attends and actively participates in all required/assigned training sessions, meetings, and other responsibilities.
5. Provides quality service to both internal and external colleagues and customers.
6. Seeks opportunities to participate as a productive member of ESCEO, school district, and other committees and teams.
7. Generates internal and external support for ESCEO services.
8. Represents the ESCEO and its service schools with professionalism at all times.
9. Demonstrates at all times integrity and ethical behavior.
10. Responds quickly to directions for improvement from supervisors.
11. Maintains confidentiality in all job-related discussions and communications.

Other expectations and demonstrated skills and abilities:

1. Possesses a valid state-issued driver's license and/or government-issued ID.
2. Reads, analyzes, and interprets data and reports.
3. Writes reports, correspondence, and other appropriate communique.
4. Presents information and responds to questions effectively and efficiently.
5. Prioritizes tasks, requirements, and expectations to perform to a standard of service excellence.

Working Conditions:

1. Duties may require bending, crouching, kneeling, reaching, and standing.
2. Duties may require lifting, carrying, and moving work-related supplies/equipment, up to 50 pounds.
3. Duties may require operating and/or riding in a vehicle.
4. Duties may require traveling to meetings and work assignments.
5. Duties may require working in proximity to moving mechanical parts.
6. Duties may require using a computer keyboard and monitor.
7. Duties may require wearing protective clothing and using safety equipment.
8. Duties may require working extended hours.
9. Duties may require working under time constraints to meet deadlines.
10. Potential for exposure to blood-borne pathogens and communicable diseases.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Position Type: Full-time Job Categories: Support Staff > Secretary