Administrative Support Professional

Chicopee Public Schools•Chicopee, MA

2d•Onsite

About The Position

The primary function of an Administrative Support Professional is to perform the duties as assigned by the Principal/Director/Assistant Superintendent to effectively manage the office and the functions of the particular office. This role encompasses various responsibilities depending on the specific designation, including Head Clerk and Payroll, and requires proficiency in office management, communication, and data handling.

Requirements

Prior experience as a secretary or clerk.
High School Diploma.
Proficiency in Microsoft Office Suite (Excel, Word, Power Point) and Google Suite (email, docs, sheets, etc.).
Ability to communicate effectively, both orally and in writing, using proper grammar and vocabulary.
Excellent integrity, character, and initiative.
Enthusiasm and interpersonal skills to relate well with students, staff, administration, parents, and the community.
Ability to organize and maintain an efficient and effective office.
Ability to handle correspondence, including responding to routine requests, transcribing, writing, and proofing letters.
Ability to act as a receptionist, greeting visitors, answering telephone calls, and communicating effectively in sensitive and confidential matters.
Ability to register new students, secure and maintain confidential student records, and transfer records.
Ability to maintain attendance data for staff.
Ability to prepare attendance reports and payroll data.
Ability to maintain a current school calendar of events and facility usage.
Ability to make school-wide announcements.
Ability to create forms and compile data for office operations and reporting.
Ability to complete monthly and year-end reports.
Ability to order and maintain office supplies.
Ability to maintain inventories of books, materials, and equipment.
Ability to recommend improvements in office procedures or operations.
Ability to communicate unusual situations to the Principal or designee.
Ability to assist in handling interruptions and emergencies.
Ability to work cooperatively with staff in other offices.
Ability to serve as a role model for students and staff.
Ability to protect the confidentiality of records and information.
Proficiency with MUNIS software (for Payroll ASP).
Ability to quickly and accurately transcribe data, balance data, and enter data into the payroll system (for Payroll ASP).
Ability to read and interpret contract language (for Payroll ASP).
Ability to perform moderately difficult mathematical calculations (for Payroll ASP).
Ability to work accurately and efficiently under strict timelines (for Payroll ASP).
Ability to communicate calculations effectively to staff (for Payroll ASP).
Ability to calculate accruals and retroactive pay for staff (for Payroll ASP).
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.
Must be able to stand, crouch, and bend over for a long period of time at intervals throughout the day.
Ability to compare and/or judge data, people, or things.
Ability to speak and/or signal people to convey or exchange information.
Ability to give instructions, assignments, or directions.
Ability to read a variety of correspondence, reports, forms, schedules, manuals, etc.
Ability to prepare correspondence, reports, forms, evaluations, procedures, charts, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style.
Ability to speak before groups of people with poise, voice control, and confidence.
Ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions.
Ability to interpret extensive technical instructions.
Ability to deal with abstract and concrete variables.
Ability to record and deliver information.
Ability to explain procedures.
Ability to follow oral and written instructions.
Ability to communicate effectively and efficiently in a variety of technical or professional languages.
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.
Ability to inspect items for proper length, width, and shape.
Ability to coordinate hands and eyes rapidly and accurately in using office equipment.
Ability to handle a variety of items such as office equipment and hand tools.
Minimal levels of eye/hand/foot coordination.
Ability to deal with people beyond giving and receiving instructions.
Adaptability to performing under stress and when confronted with emergency situations.
Ability to talk and hear.
Ability to communicate via telephone.

Nice To Haves

Associates or Bachelors degree preferred.

Responsibilities

Manage the office and its functions effectively.
Be proficient in Microsoft Office Suite (Excel, Word, Power Point) and Google Suite (email, docs, sheets, etc.).
Communicate effectively, both orally and in writing, using proper grammar and vocabulary.
Exhibit excellent integrity, character, and initiative.
Relate well with students, staff, administration, parents, and the community.
Organize and maintain an efficient and effective office.
Handle correspondence, including responding to routine requests, transcribing, writing, and proofing letters.
Act as a receptionist, greeting visitors, answering telephone calls, and communicating effectively in sensitive and confidential matters.
Register new students, secure and maintain confidential student records, and transfer records.
Maintain attendance data for staff, including absences and substitutes.
Prepare attendance reports and payroll data.
Maintain a current school calendar of events and facility usage.
Make school-wide announcements.
Create forms and compile data for office operations, district/state collections, and administrative responsibilities.
Complete monthly and year-end reports in a timely fashion.
Order and maintain office supplies.
Maintain inventories of books, materials, and equipment.
Recommend improvements in office procedures or operations.
Communicate unusual situations to the Principal or designee.
Assist in handling interruptions and emergencies.
Work cooperatively with staff in other offices.
Serve as a role model for students and staff.
Protect the confidentiality of records and information.
Perform other duties as assigned.
Handle confidential correspondence and phone calls for the Principal (Head Clerk).
Schedule appointments for the Principal (Head Clerk).
Assist with student registrations and withdrawals (Head Clerk).
Maintain staff accident reports (Head Clerk).
Manage purchase orders and the building budget (Head Clerk).
Manage substitute teacher services, including coverage when a sub is unavailable (Head Clerk).
Be an active member of the All Hazards and Safety Team (Head Clerk).
Manage district email addresses for all staff members (Head Clerk).
Manage all staff evaluations (Head Clerk).
Manage staff emergency contact information (Head Clerk).
Manage office staff hours, sick leave, vacation, job duties, etc. (Head Clerk).
Generate reports for Central Office (Head Clerk).
Maintain the Go Bag for emergency evacuations (Head Clerk).
Sign-in visitors and question visitors to maintain school security (Head Clerk).
Demonstrate proficiency with MUNIS software (Payroll ASP).
Transcribe, balance, and enter data into the payroll system accurately and efficiently (Payroll ASP).
Read and interpret contract language (Payroll ASP).
Perform moderately difficult mathematical calculations (Payroll ASP).
Work accurately and efficiently under strict timelines (Payroll ASP).
Communicate calculations effectively to staff (Payroll ASP).
Calculate accruals and retroactive pay for staff (Payroll ASP).