Executive Assistant - Student Services

Massillon City Schools•Massillon, OH

18h•Onsite

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About The Position

Provide clerical assistance for the efficient and effective operation of the Office of Student Services.

Requirements

High school diploma or general education degree (GED) – proof required
Successful completion of a background check
Proven computer related skills related to state mandated guidelines for student data entry
Maintain respect at all times for confidential records relating to students and staff. These include but are not limited to: Confidential records, custodial papers, IEP’s, birth certificates, grades, medications, health records, court documents, papers, and written communication
Work in a collaborative manner with other office personnel, students, staff and administrators
Interact in a positive and professional manner with staff, students, and parents
Promote good public relations by personal appearance, attitude and conversation
Train, supervise and evaluate student worker performance
Operate office equipment
Work in Microsoft Office, Excel, and databases
Ability to email and open electronic attachments
Attend meetings, in-services, & training sessions as needed
Communicate ideas effectively both orally and in writing
Effective, active listening skills
Organizational and problem solving skills
Handle multiple tasks in a timely and simultaneous manner
Knowledge of Massillon City Schools policies and guidelines

Responsibilities

Ensure safety of students
Provides clerical services
Organizes office activities
Takes the initiative to perform routine tasks independently
Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records
Enter EMIS Data Entry/Reporting-and compliance reports
Provide SameGoal Administrative and document management
Processing of records requests and required records retention
Provide assistance in the development of department requisitions, purchase orders and accounts management
Maintain confidentiality of student records at all times
Maintains an orderly work area.
Upholds board policies and follows administrative procedures
Promotes a professional image of the school district
Encourages community partnerships that enhance district programs.
Respects personal privacy
Maintains the confidentiality of privileged information
Answers the telephone and directs calls based on the nature of the inquiry
Takes/delivers messages.
Manages calls efficiently to keep telephone lines open.
Maintains an office calendar
Schedules appointments as directed.
Acknowledges visitors and determines the reason for their visit
Answers questions, verifies appointments and directs visitors to the appropriate person or office.
Keeps current with program, policy, and procedure changes.
Helps keep students, parents, and staff informed about relevant issues.
Uses tact and problem-solving techniques to address customer service concerns.
Refers inquiries requiring policy interpretation to administrative staff.
Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
Verifies the accuracy of database information as directed.
Composes and types routine correspondence, memos, notes, forms, etc.
Collects, compiles, edits, and types statistical data and reports as directed.
Uses photocopy/duplicating equipment.
Fixes minor malfunctions.
Contacts vendors as needed.
Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
Types, duplicates, assembles, and processes routine and special mailings
Prepares complete and systematic financial records as directed.
Assembles data for financial analysis/forecasting when requested.
Works cooperatively with auditors.
Prepares purchase orders as directed.
Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.).
Monitors and reorders office supplies to maintain reliable service levels.
Maintains forms related to administrative procedures and program functions.
Obtains vendor price quotes.
Prepares comparative data (e.g., warranties, discounts, delivery dates, etc.).
Helps prepare and distribute bid packages (e.g., notices, specifications, forms, etc.)
Processes approved invoices for payment
Maintains a completed payment file.
Helps maintain fixed asset records.
Updates the inventory list and depreciation schedules.
Prepares end-of-year reports.
Discards archived records following the board-adopted records retention/disposal schedule.
Takes precautions to ensure safety.
Monitors situations that may indicate a problem.
Works with supervisors to eliminate unacceptable risks.
Keeps current with advances in office technology.
Updates office procedures.
Places calls for maintenance and repair services as directed.
Cross-trains with other support staff as directed.
Offers assistance when needed.
Participates in staff meetings and professional growth opportunities as directed.
Maintains a professional appearance.
Wears work attire appropriate for the position
Strives to develop rapport and serves as a positive role model for others.
Provides prompt notification of absences.
Performs other specific job-related duties as directed.
Other duties as assigned by the Director of Student Services and Special Education Director or designee