Executive Secretary - Westport Elementary School

Executive Secretary - Westport Elementary School Westport Community Schools Westport Elementary School - Westport, Massachusetts Job Details

Job ID:

5681575

Application Deadline:

Posted until filled

Re-Posted:

Yesterday

Starting Date:

Immediately Job Description

REPORTS TO

Principal

JOB GOAL

To perform organizational and secretarial responsibilities in support of the functions and operations of relevant school.

PERFORMANCE

RESPONSIBILITIES:

• Takes and transcribes dictation of various types, including correspondence, reports, notices, and recommendations.
• Prepares executive summaries, reports, staff meeting agendas, and other documents as requested.
• Obtains, gathers, and organizes pertinent data as needed and puts it into a usable form.
• Conducts research on topics and prepares summary reports as requested.
• Maintains a regular filing system as well as a set of locked confidential files, and processes incoming correspondence.
• Manages all office filing systems.
• Maintains confidentiality in all matters related to personnel and other matters of a confidential nature.
• Processes records requests in accordance with applicable policies and regulations.
• Maintains and updates the Student Information System.
• Places, receives, and processes all telephone calls, incoming mail, and other information.
• Welcomes visitors and screens callers.
• Publishes legal notices concerning district business.
• Produces the school newsletter and maintains the school sign.
• Maintains and updates Google Mail groups to ensure accurate staff communications.
• Maintains a schedule of appointments and makes arrangements for conferences and interviews.
• Keeps the principal's calendar current and coordinates the school calendar.
• Assists in the planning and execution of events and ceremonies aligned with the school calendar.
• Coordinates building use, field trip requests, and fundraiser approvals.
• Manages substitute schedules, coverage assignments, and substitute plans.
• Performs bookkeeping and recordkeeping tasks associated with the specific position.
• Processes purchase orders, manages ordering, and reconciles invoices.
• Prepares the weekly payroll report and works collaboratively with the business department.
• Maintains and updates the budget spreadsheet on an ongoing basis.
• Orders and maintains supplies as needed.
• Maintains an up-to-date staff directory and staff log.
• Tracks and processes professional development forms.
• Maintains the Safety Drill Log in compliance with state and local requirements.
• Maintains the bussing log and coordinates transportation-related needs.
• Keeps the principal's professional memberships current.
• Works with other administrative executive secretaries to ensure effective and efficient office procedures.
• Performs specialized tasks as necessary, depending upon the department or school being served and supported.
• Performs such other appropriate tasks as may be assigned.

Position Type:

Full-time

Salary:

$50,000 to $55,000 Per Year