Clerical - Departmental Secretary at Sp. Ed. Office
Full Time
Providence, RI 02903
Posted
Job description
JOB DESCRIPTION
DEPARTMENT/OFFICE: Specialized Instruction and Services - Sp. Ed. Office
LOCATION: Administration Building 2nd Floor
HOURS: 7:30 AM- 3:30 PM
Group 5 12 Month 1339 Union Position
Contingent upon funding
The individual will assist and support the staff in all aspects of the department. The individual will have complete knowledge of all policies and procedures as they pertain to schools, students, staff, administration and agencies. Individual tasks, if at all varied, are assigned in detail and specific instructions are given as to the manner of performance; work is carefully checked by supervisor both in process and in final form for completeness and accuracy.
THIS POSITION REPORTS TO THE EXECUTIVE DIRECTOR OF SPECIALIZED INSTRUCTION AND SERVICES
***Accommodations for virtual interviews will be made during this hiring season, please apply***
EDUCATION TRAINING AND EXPERIENCE
High School Diploma or GED Diploma required
College degree from an accredited educational institution preferred
Must have passed the appropriate clerical test
DESCRIPTION OF DUTIES, RESPONSIBILITIES AND CURRICULAR LINKAGES
Roles & Responsibilities
Must be responsible for all of the clerical functions of the Specialized Instruction and Services - Sp. Ed. Office
DUTIES as required :
(Key: E=Elementary, M=Middle, H=High, G=Guidance, ALL=E, M, H, & G)
In addition to meeting the education, training, and experience standards:
DEPARTMENT/OFFICE: Specialized Instruction and Services - Sp. Ed. Office
LOCATION: Administration Building 2nd Floor
HOURS: 7:30 AM- 3:30 PM
Group 5 12 Month 1339 Union Position
Contingent upon funding
The individual will assist and support the staff in all aspects of the department. The individual will have complete knowledge of all policies and procedures as they pertain to schools, students, staff, administration and agencies. Individual tasks, if at all varied, are assigned in detail and specific instructions are given as to the manner of performance; work is carefully checked by supervisor both in process and in final form for completeness and accuracy.
THIS POSITION REPORTS TO THE EXECUTIVE DIRECTOR OF SPECIALIZED INSTRUCTION AND SERVICES
***Accommodations for virtual interviews will be made during this hiring season, please apply***
EDUCATION TRAINING AND EXPERIENCE
High School Diploma or GED Diploma required
College degree from an accredited educational institution preferred
Must have passed the appropriate clerical test
DESCRIPTION OF DUTIES, RESPONSIBILITIES AND CURRICULAR LINKAGES
Roles & Responsibilities
Must be responsible for all of the clerical functions of the Specialized Instruction and Services - Sp. Ed. Office
DUTIES as required :
- Maintain positive and professional staff and customer relationships
- Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages
- Manage communication of information in and out of the office; prepare correspondence, emails, memos (paper and electronic)
- Support office staff, managers and administrators with general operational tasks; assist and perform general record keeping
- Plan and schedule meetings, presentations and other office related events; send reminders regarding upcoming events
- Other duties as required
- Telephone - in-house (intercom), walkie-talkie. Receive and route calls appropriately.
- Correspondence - receives and routes mail, packages. Prepare correspondence; forward accordingly (notices, grievances, and reports): State, Local and Federal, Use of Building, Health and Safety, Incident/Accident, School/Staff/Parent Notices, Fire Drills and Inspections, Proposals).
- Maintain up-to-date filing system: Staff directory, phone listing, student recall listings, waiting lists, weekly, monthly, quarterly, annual reports, School Board Agendas.
- Maintain appointment/meeting calendars/schedules: Building, teacher, parent groups, visitors, workshops, etc.
- Greet and assist all visitors in a positive manner.
- Ledger activity associated with balances, spreadsheets & word processing computer application.
- Updating and distribution of budget reports.
- Researching data for preparation of requisitions, typing requisitions.
- Maintain purchase order file, receiving copies, invoices, packing slips.
- Direct payments, route for payment in a timely fashion.
- Assist Administrator/Principal/Director in preparation of annual budget.
- Typing administrative draft - tabulations/calculations.
- Maintain inventory of office materials, supplies, B5 in stock supplies, books, postage, health and athletic supplies.
- Mileage: Type monthly mileage on appropriate forms with direct payment for reimbursement including staff travel expenses and cab vouchers.
- Prepare/maintain weekly, biweekly, hourly payrolls for administrators, teachers, clerks, aides, etc., relative to regular payroll, overtime, workshops, coverage, breakfast program, in-house coverage, etc., as it applies to the job area.
- Maintain leave forms, name/address forms, vacation requests, certifications and renewals, etc. for attendance reporting and recordkeeping of payroll. Sort and distribute checks.
- SCHOOLS: Daily attendance, registers, bulletins, via mainframe hook-up or independent system.
- OFFICES: As required/established.
(Key: E=Elementary, M=Middle, H=High, G=Guidance, ALL=E, M, H, & G)
- E-M-H - Suspensions/Parent Conferences, Referrals, Incident Reports.
- E-M-H - A-8's, Sign-in Books, Sign-out Books, Accident Reports.
- E-M-H - Reading Folders, Special Ed Folders, Home Instruction Registers.
- E-M-H - Nurse, Social Worker, Human Relations Specialists Visits.
- E-M-H - Transportation-Passes, Field Trips.
- E-M-H - Minority/Majority and Pupil Enrollment Reports.
- E-M-G - Health Cards, Rosters (Quarterly), Student Transaction Sheets.
- E-M-G - Scheduling, Deficiencies, Grade Reporting, Report Cards.
- E-M-G - Repeat/Failure Notices, Non-promotional Notices.
- E-M-G - Tracer Cards including restrictions, Home Language Survey.
- E-G - Registration, Elem. Only, Forwarding PR Cards, End of Year.
- E-M - Recall lists, (closed classes).
- H-G - Athletics, College Info: Reference Letters, Transcripts.
- M-H - Locker Assignments - Student ID Cards.
- ALL - PR Cards, Scheduling Cards, Attendance, Exiting Students.
- ALL - Testing: Placement and Scores Excused Early Slips.
- ALL - Late Slips, Transfer Cards, Student Incentive Programs.
- Must be a proficient typist
- Must be proficient, or willing to attain proficiency, in all of the necessary software applications used to maintain electronic records, including, but not limited to, Microsoft Office Suite, Google Platform, Lawson, Frontline Platform and Skyward
- Excellent customer service skills
- Ability to prioritize given tasks and work efficiently towards completion
- Must have the ability to maintain composure in a fast-paced working and demanding environment
- Must have the knowledge and skills to build positive relationships with people from diverse populations
- Commitment to the mission and vision of PPSD and the relevance of job functions to that mission and vision
- You must complete the new hire compliance training prior to your first day of employment
- Selected candidate will be required to pass a pre-employment criminal history background check. Selected candidates cannot begin work until passing their background check.
In addition to meeting the education, training, and experience standards:
- Must be confidential
- Bilingual Preferred
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