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Division Secretary of Fine and Applied Arts

4 months ago

Oak Park, United States Oak Park and River Forest High School Full time

JobID: 2851

**Position Type**:
Secretarial/Clerical/Division Secretary**Date Posted**:
5/15/2024**Location**:
Oak Park and River Forest High School**Date Available**:
ASAP**Closing Date**:
05/28/2024

Job Title**: Division Secretary - Fine and Applied Arts**
- Reports to**:Division Head - Fine and Applied Arts**
- Terms and Conditions**:10-month position, 8 hours per day.**
- FLSA Status**: Non-exempt**
- Salary**:Per current CPA Collective Bargaining Agreement (grade 2).**

**Qualifications**:
- A bachelor's or associate's degree or comparable work experience is desired.-
- Previous secretarial or administrative assistant experience.-
- Proficient typing ability: 55 wpm minimum.-
- Proficient in Microsoft Office Suite, including Word and Excel.-
- Previous experience in using Skyward or other data management systems is preferred.-
- Excellent communication skills, verbal and written; writing and proofreading skills preferred.-
- Possess knowledge of general functions of the school and community.-
- Demonstrates skill in coordinating and organizing work effectively and prioritizing demands promptly.-
- Ability to maintain good working relationships with the various school constituencies, including students, faculty, administration, staff, parents, vendors, community organizations, and all other community contacts.**Position Summary**:

- Provides daily support to the Division Head and faculty by assisting with and coordinating the various functions of division offices.

**Position Responsibilities**:
- Assists with scheduling division activities, including classroom observations, classroom surveys, Division Head meetings, and division meetings.-
- Interacts appropriately and as needed with students, parents, teachers, staff, and administrators.-
- Collaborates with other support personnel to address the needs of the division, school, and district.-
- Coordinates and provides assistance to substitute personnel.-
- Plans organizes, and maintains files to ensure completeness, adherence to schedules, and responsiveness to division needs.-
- Works independently to initiate, facilitate, and follow through on division projects.-
- Gathers information to complete routine and immediate division activities and longer-term intermittent projects.-
- Use Microsoft and Google Suite programs to prepare various typed documents, e.g., correspondence, teacher evaluations, forms, memos, and reports.-
- Use the student information system to track student information and reports as needed.-
- Processes division purchases and reimbursement requests.-
- Maintains records of department budgets, including purchasing, billing, and reimbursement.-
- Maintains inventories of division materials.-
- Supports activities of division meetings, including publishing agendas and maintaining meeting minutes.**Physical/Visual Activities**:
Standing, sitting, lifting, carrying, reaching, fine motor dexterity, talking, hearing, keyboarding, and communicating.
**Physical Demands**:
No significant physical demands expected.
**Environmental Conditions**:
Standard office conditions with a high degree of student/parent contact.

**Qualifications**:
The following accomplishments are expected. High School Diploma. Strong proficiency in Microsoft Office (Word, Excel, Access, PowerPoint, Outlook and Publisher), Adobe, Windows, and Google Applications. Ability to master and manage both Naviance and Docufide software. Acceptable command of English, grammar, spelling, punctuation, sentence structure, and paragraph structure. Minimum word-processing skills of 60 words per minute. Excellent time management skills. Good knowledge of OPRFHS organization, operation and history desired but not required. Ability to deal with students, parents and teachers in a friendly and cooperative fashion.
**Education and Experience**:
Advanced vocational education or experience, including a minimum of 60 wpm keyboarding, computer proficiency, and ability to adapt to the use of other software. Knowledge of Windows software programs. Knowledge of the history and expectations of community stakeholders.
**Equipment**:
Computer, copying machines, fax machines, printers, calculator, recording equipment, projecting equipment, and advanced telephone.
**Licenses/Certificates**:
None required.
**Other Duties**:
Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Employees are expected to perform other related functions as assigned. Duties, responsibilities, and activities may change at any time with or without notice.
The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive listing of the duties performed in this position. The individuals currently holding this position perform additional duties and additional duties may be assigned.
Oak Park & River Forest High School Distri