Administrative Secretary to the Assistant Superintendent for Student Support Services

Chicopee Public Schools•Chicopee, MA

1d•Onsite

About The Position

The Administrative Secretary assists the Assistant Superintendent in the administration of his/her duties by performing complex clerical duties, with a moderate degree of decision-making. The Administrative Secretary oversees the day-to-day operation of the Student Support Services and Central Enrollment Offices, and directs the smooth and orderly function of all phases of the offices.

Requirements

Minimum of a high school diploma.
Proficiency in personal computers, basic software programs, and internet applications are essential to perform the job.
Must be physically able to operate a variety of equipment including computers, copiers, adding machines, etc.
Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body.
Must be able to stand, crouch and bend over for a long period of time at intervals throughout the day.
Requires the ability to compare and/or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.
Requires the ability to speak and/or signal people to convey or exchange information. Includes giving instructions, assignments or directions to subordinates or assistants.
Requires the ability to read a variety of correspondence, reports, forms, newsletters, schedules, manuals, invoices, requisitions, menus, recipes, journals, etc.
Requires the ability to prepare correspondence, reports, forms, evaluations, procedures, charts, surveys, articles, bid specifications, brochures, news releases, handbooks, budgets, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style.
Requires the ability to speak before groups of people with poise, voice control and confidence.
Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatic form; and to deal with several abstract and concrete variables.
Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.
Must be able to communicate effectively and efficiently in a variety of technical or professional languages including medical, legal, accounting and marketing terminology.
Requires the ability to utilize mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages; and to apply the principles of algebra and geometry.
Requires the ability to inspect items for proper length, width and shape.
Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.
Requires the ability to handle a variety of items such as office equipment and hand tools.
Must have minimal levels of eye/hand/foot coordination.
Requires the ability to deal with people beyond giving and receiving instructions.
Must be adaptable to performing under stress and when confronted with emergency situations.
Requires the ability to talk (expressing or exchanging ideas by means of spoken words) and hear (perceiving nature of sounds by ear).
Must be able to communicate via telephone.

Nice To Haves

Associate’s or Bachelor’s Degree preferred.
Municipal experience preferred or any equivalent combination of education and/or experience that enables performance of all aspects of the position.
Strong organizational skills.
Ability to interact in a positive and effective manner with all levels of personnel.
Ability to communicate clearly and concisely in writing and orally, including the proven ability to effectively communicate with students and families from diverse backgrounds and experiences.
Proven ability to relate to and work with a variety of constituencies including but not limited to: administrators, teachers, other staff members, parents/guardians/caregivers, students, visitors, city departments, and community and social service agencies.

Responsibilities

Acts as a confidential secretary to the Assistant Superintendent.
Plans and supervises administration of the Student Support Services and Central Enrollment Offices by ensuring office coverage, availability to adequate technology and supplies, access to applicable policies and procedures, etc.
Maintains attendance data for each staff member, recording attendance, absences, substitutes, and other required information.
Prepares payroll data and attendance reports as required.
Acts as a liaison with other departments or agencies.
Establishes and maintains cooperative relationships with others.
Provides assistance to other office staff within the building when necessary.
Prepares and processes purchase orders for the Student Support Services and Central Enrollment Offices, as well as, for the School Nurses.
Maintains calendar of Student Support Services meetings.
Sends out invitations/notifications and prepares agendas.
Supports planning for summer programs.
Prepares job postings and staff appointments, orders supplies, etc.
Prepares for the opening of school.
Updates Emergency Management/All Hazards teams and committees, collects annual documents, prepares translations of Student Rights and Responsibilities handbook, updates list of available translators and home/hospital tutors, prepares Title I job postings, etc.
Maintains accurate records, both paper records and electronic records, using various software programs including but not limited to SchoolBrains, MUNIS, and SchoolSpring.
Prepares fiscal, statistical, progress and other reports as directed by the Assistant Superintendent.
Compiles and organizes data and information necessary for the completion of required district, state and federal reports and data collections.
Creates and maintains a clean, attractive, orderly, safe, and efficient office environment.
Recommends to the Assistant Superintendent improvements needed in office procedures or operations.
Greets visitors, answers telephone calls in a pleasant and efficient manner, and communicates effectively in routine, sensitive, and confidential matters.
Answer questions and give general information in response to public inquiries.
Assists the Assistant Superintendent and other staff members in handling interruptions and emergencies.
Performs other duties and responsibilities as assigned by the Assistant Superintendent.