Secretary

Secretary

This is a WSSA, Grade 1X, 10-month position.

Position Purpose:

The purposes of this position are to provide administrative and secretarial support to the Principal and/or Assistant Principal by assisting in coordinating and administering the receipt and processing of matters requiring decision making by the manager with which they work; by assuring that matters are processed in a timely manner and according to any applicable notice, due process or other legal requirements; by maintaining calendars and reminder notifications; by producing correspondence and reports; by initiating communications with the students, parents and staff to facilitate pending matter resolution. A school secretary is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under their direction and control.

Supervision:

Supervision Scope: Processes and coordinates partially and/or entirely the resolution or completion of matters requiring the attention of the office, principal/assistant principal including any state mandated reports; organizes and maintains in a neat, orderly and current condition the records and supporting materials of actions taken by the office, principal and assistant principal.

Supervision Received: Works under the general and specific supervision of a Principal, but is expected to function effectively, efficiently and independently on behalf of the Principal. The position is subject to review and evaluation according to the School's personnel plan, policies and practices.

Supervision Given: None

Job Environment:

Administrative work is performed in a moderately noisy office with constant interruptions. Occasionally exposed to bus fumes and loud noises of large number of students Requires the operation of telephones, computers, copiers, facsimile machines, and other standard office equipment; handles copier chemicals and exposed to moving parts when fixing copier jams Makes constant contact with the general public, parents, students other school staff and frequent contact with vendors, volunteers, civic organizations, social service agencies and police that require patience, tact and discretion; communications involve multiple media e.g., face to face discussion, telephone, two-way radio, e-mail and hard copy correspondence.

Essential Functions:

• Coordinates and administers school database which includes student absences, discipline and grades; staff attendance records; new student registrations; class schedules; affirmative action records on students and staff; produces Department of Education reports from the database; manages confidential records according to school policy
• Performs multiple, substantial school processes e.g., maintaining employee and student attendance and other personnel information, preparing school payrolls, monitoring budgets, processing expenditures, billing, collecting and accounting for program revenues; conducting procurements including requests for quotes; ordering materials and supplies; managing printing processes in school; distribution of mail and flyers
• Serves as a primary contact person receiving and effectively responding to, assigning priorities to, resolving and referring inquiries, requests and complaints from students, parents, vendors, contractors and employees
• Assists in the maintenance and dissemination of school and/or system wide policies and procedures
• Assists administration with handling substitute staff by providing them appropriate documents, understanding procedures, directing them to appropriate classes and handling their payroll process
• Prepares correspondence and forms for Principal and Assistant Principal. Prepare standard responses on own as needed.
• Monitors entry of visitors into building through security system
• Oversee volunteers by keeping track of their hours and directing them to the appropriate offices or assigning duties

Other Functions:

• Works on a variety of special projects e.g., research, compilation, grant applications
• Update various documents such as calendars or yearly forms as needed or requested
• Performs similar or related work as required or as the situation dictates

Errors and Omissions:

Errors or omissions, inadequate coordination, untimely work, inaccuracies may result in personal injury, delays in service, financial loss or have other legal ramifications

Physical and Mental Effort:

The work is primarily of an intellectual nature requiring close attention to detail operating under the pressures of deadlines, mandatory procedural requirements and recurring customer service demands. The employee is frequently required to sit, walk, talk and/or hear; stand, use hands to finger, handle, or feel objects; and occasionally climb step stool, kneel; and, reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds and rarely lift and/or move up to 30 pounds. Specific vision abilities required by this job include close and distance vision and the ability to adjust focus. This position requires the ability to efficiently operate a keyboard and calculator. The employee must be able to hear normal sounds, distinguish sound as voice patterns and communicate through human speech using American English.

Minimum Required Qualifications:

Education Training and Experience:

Applicants for this position must have graduated from an accredited high school or possess a GED, have more than two years of clerical, secretarial or office administration experience

Knowledge, Ability and Skill:

Knowledge: Applicants for this position must have a demonstrated knowledge of excellent office administrative practices and how to efficiently and accurately use word processing, spreadsheets, database, electronic mail, and information technology to provide for the effective records and database maintenance. Incumbents must know how to develop and maintain effective administrative techniques, understand procedural requirements for the office where assigned, maintenance of confidential records and know how to provide responsive services.

Ability: Applicants for this position must be able to demonstrate the ability to master detailed procedural requirements within reasonable periods of time, produce accurate work and coordinate multiple activities and set priorities. Incumbents must consistently meet procedural deadlines, produce accurate work, coordinate and administer pending matters, and produce routine and specialized reports and act within the scope of his/her delegated authority.

Skill: Applicants for this position must have demonstrated skill in organizing work, meeting deadlines while working under the pressures of other service demands and in providing courteous effective customer service. Applicants and incumbents in this position must have strong interpersonal skills and ability to multitask. Incumbents in this position must consistently demonstrate high levels of skill in office and records organization, adherence to required procedures, the use of technology to manage information, to efficiently prepare accurate correspondence, and to provide courteous communications and coordination.

Non-Discrimination Notice: Waltham Public Schools does not discriminate on the basis of race, color, religion, disability, national origin, gender, gender identity or sexual orientation.

Waltham Public Schools has partnered with the Massachusetts Partnership for Diversity in Education (MPDE) in our effort to welcome diverse candidates to our school system. We value and prioritize the hiring of educators who bring a wealth of perspectives and experiences to our schools, and who reflect the diversity of the students we serve. MPDE is a collaborative of public school districts with a 40-year uninterrupted history committed to supporting the interest of its members to increase the numbers of teachers of color for their schools by providing recruitment support and related services.