Administrative Services Executive Secretary
3 weeks ago
**An additional $2/hour is available for those who waive health coverage and are able to prove group creditable coverage elsewhere.
JOB TITLE: Administrative Services Executive Secretary
REPORTS TO: Assistant Superintendent, Administrative Services
FLSA: Non-Exempt Note: Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodations or other reasons.
POSITION PURPOSE/SUMMARY The Administrative Services Executive Secretary is charged with supporting and maintaining facility usage, scholarships, policy editing, student and transportation drug testing, the district boundary guide, data entry for training systems, processing school volunteers, and assist with the district's switchboard duties.
QUALIFICATION REQUIREMENTS The Executive Secretary shall have a high level of competence in communication, computer operations, organization skills and administrative skills. A minimum of one-year professional experience is required.
ESSENTIAL DUTIES
1. Monitor and coordinate facility and auditorium usage in district buildings. Prepare invoices and process payments. Work with staff and the community.
2. Input and maintain the District's mandatory training platform for policy and job-related compliance.
3. Participate as a member of the district's Safety Committee. Oversee the safety awards program. Schedule meetings, take minutes, create agendas, etc.
4. Work with the Assistant Superintendent of Administrative Services in editing and coordinating the district's policy service.
5. Monitor and coordinate student drug testing and transportation staff drug testing. Make inquiries if issues, review and pay drug testing invoices. Communicate with Activities Coordinators when needed or if concerns arise.
6. Maintain the school district's official boundary guide by updating any changes, adding new subdivision developments, and answering boundary questions and working with the St. Charles County Assessor's Office when boundary lines need to be updated or changed.
7. Update the district's growth report on an annual basis.
8. Oversee the high school summer camp application and the high school summer camp financial statements. Including, but not limited to, verifying the high schools comply with the district's summer camp procedures and creating a report each year for the Superintendent and the Cheif Financial Officer to report each camp's revenues and expenses.
9. Maintain the Interscholastic Athletic-Activity Handbook.
10. Process federal mail for district buildings as needed. Assist in maintaining postage machines within the district. Maintain postage budget.
11. Create purchase orders using financial software, creating vouchers and utilizing blanket purchase orders for payments. Pay invoices using financial software.
12. Process Athletic and Activity travel forms for the district.
13. Serve as the primary backup for the district switchboard and receptionist.
14. Facilitate the volunteer and background check process for all school volunteers, visitors, and chaperones.
ADDITIONAL DUTIES
1. Effectively communicate, verbally and in written form, with administrators, staff, and the community as needed.
2. All other duties as assigned by the Assistant Superintendent for Administrative Services.
MENTAL DEMANDS Ability to maintain highly confidential information; communicate clearly both orally and in writing, and/or ability to reason and make appropriate decisions. Solve a variety of problems in many different situations.
PHYSICAL DEMANDS While performing the duties of this position an employee is regularly required to sit, talk, and hear. The employee is frequently required to walk and use fingers and controls. The employee is occasionally required to stand, reach, bend, lift, and carry ten pounds. Close vision ability to look at a computer screen for long periods of time is required. This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee.
TERMS OF EMPLOYMENT Employment will be on an at-will basis for 12 months with two weeks vacation, beginning July 1, or from the time of employment for the duration of the school year with prorated vacation and/or personal leave. The Executive Secretary will be provided a work calendar showing the specific daily work schedule of the employee. The work calendar may be modified by the Board of Education at any time, as needs dictate. Eight hours will constitute a workday. The Assistant Superintendent of Administrative Services will establish a definite daily schedule. The yearly salary will be disbursed in twenty-four (24) equal payments.
EVALUATION Performance of this job will be evaluated annually in accordance with the provisions of the Board's policy on evaluation of support staff personnel.
Approved: April 11, 2024
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