A Secretary performs office administrative work and provides administrative assistance to an office staff. Organizes files and assists with record keeping and data base management. Manages office calendars and helps to organize office workflow. Provides administrative support for reports and budgets. Documents office expenses. May handle phone inquiries. May help to arrange travel for office staff.
Will Coordinate, organize and complete all non-professional activities that must be completed for the Coordinators for the School Climate Transformation Grant to fulfill their responsibilities and for the full implementation of Foundations of Academic Success (FAS).
QUALIFICATIONS
Education /
Certification:
Minimum•High School Diploma or GED
Preferred•Three years experience working in a school or district setting Special Knowledge /
Skills:
Excellent written and verbal communication skills
Strong punctuation and proofreading skills
Ability to communicate with staff, students, parents, vendors and the general public in person, via-email and by phone
Ability to maintain positive working relationship with the public and district staff
Ability to follow complex written and verbal instructions without supervision
Ability to work well under pressure and maintain focus with frequent interruptions
Must be flexible and be able to prioritize and multi-task
Strong organizational and time management skills
High degree of computer proficiency using Microsoft Office
Experience with Lawson
Preferred:
Bilingual (Spanish/English) to be able to communicate with Spanish-speakers by phone and to compose and/or translate letters and other documents into Spanish, as needed.
Experience:
A combination of training and experience which demonstrates ability to perform the duties as described; a typical qualifying background would include work experience in an office environment involving public contact; experience working at a school or team site is desirable.
MAJOR RESPONSIBILITIES AND DUTIES
Provide support to Behavior Coordinator and Specialist
Receive and screen incoming telephone calls, providing as much information as possible to allow the Coordinators and team to handle other duties
Review contracts and documentation submitted by site coordinators on behalf of their vendors to ensure all purchases are in compliance with district requirements
Enter and verify accuracy of data in the data system as required by the grant
Review coordinator submissions to ensure compliance
Review coordinator and grant budgets and reports for accuracy and grant compliance
Accurately prepare, create, design and edit numerous Excel spreadsheets to monitor grant dollars allocated and spent
Review vendor invoices and supporting data submitted
Enter requisitions and non-standard POs in Lawson and monitor status
Accurately prepare, create, design, translate and edit reports, letters, mailing lists, newsletters and other documents in English and Spanish, as needed
Maintain any needed databases, etc.
Communicate effectively in oral and written form (including email) with district staff, vendors and parents
Maintain confidentiality of student and program information
Keep informed of and comply with state, district and school policies and regulations concerning primary job functions
Assist Coordinators and team in scheduling meetings and appointments and track responses from invited participants
Monitor office supply usage and order items, as needed
Perform other duties as may be assigned or required
WORKING CONDITIONS
Mental Demands:
Ability to communicate effectively (verbal); maintain emotional control under stress; interpret policy, procedures, and data; coordinate district functions
Physical Demands/Environmental Factors:
Frequent prolonged and irregular hours; Repetitive hand motions; prolonged use of computer; steady phone interactions; moderate standing, walking, and bending
