School Secretary (Bilingual Preferred)

Waltham Public Schools•Waltham, MA

2d•Onsite

About The Position

The School Secretary position at Whittemore Elementary School provides essential administrative and secretarial support to the Principal and/or Assistant Principal. This role is crucial for coordinating and administering various school operations, ensuring timely processing of matters, maintaining calendars, producing correspondence and reports, and facilitating communication with students, parents, and staff. The School Secretary is responsible for maintaining and improving the efficiency of all areas under their direction and control.

Requirements

Graduated from an accredited high school or possess a GED.
More than two years of clerical, secretarial, or office administration experience.
Demonstrated knowledge of excellent office administrative practices.
Proficiency in using word processing, spreadsheets, database, electronic mail, and information technology for effective records and database maintenance.
Ability to develop and maintain effective administrative techniques.
Understanding of procedural requirements for the office.
Knowledge of maintenance of confidential records.
Ability to provide responsive services.
Ability to master detailed procedural requirements within reasonable periods of time.
Ability to produce accurate work.
Ability to coordinate multiple activities and set priorities.
Ability to consistently meet procedural deadlines.
Ability to produce routine and specialized reports.
Ability to act within the scope of delegated authority.
Demonstrated skill in organizing work.
Skill in meeting deadlines while working under the pressures of other service demands.
Skill in providing courteous effective customer service.
Strong interpersonal skills.
Ability to multitask.
High levels of skill in office and records organization.
Adherence to required procedures.
Skill in using technology to manage information.
Skill in efficiently preparing accurate correspondence.
Skill in providing courteous communications and coordination.
Ability to hear normal sounds, distinguish sound as voice patterns and communicate through human speech using American English.
Specific vision abilities required include close and distance vision and the ability to adjust focus.

Nice To Haves

Bilingual candidates preferred.

Responsibilities

Provide administrative and secretarial support to the Principal and/or Assistant Principal.
Coordinate and administer the receipt and processing of matters requiring decision-making by management.
Ensure matters are processed in a timely manner and according to applicable legal requirements.
Maintain calendars and reminder notifications.
Produce correspondence and reports.
Initiate communications with students, parents, and staff to facilitate resolution of pending matters.
Coordinate and administer the school database, including student absences, discipline, grades, staff attendance, new student registrations, class schedules, and affirmative action records.
Produce Department of Education reports from the database.
Manage confidential records according to school policy.
Perform multiple school processes, including maintaining employee and student attendance and personnel information, preparing school payrolls, monitoring budgets, processing expenditures, billing, collecting and accounting for program revenues.
Conduct procurements, including requests for quotes, ordering materials and supplies, and managing printing processes.
Distribute mail and flyers.
Serve as a primary contact person for inquiries, requests, and complaints from students, parents, vendors, contractors, and employees, responding effectively, assigning priorities, resolving issues, and referring as needed.
Assist in the maintenance and dissemination of school and/or system-wide policies and procedures.
Assist administration with handling substitute staff by providing documents, explaining procedures, directing them to classes, and handling their payroll process.
Prepare correspondence and forms for the Principal and Assistant Principal, and prepare standard responses as needed.
Monitor visitor entry into the building through the security system.
Oversee volunteers by tracking their hours and directing them to appropriate offices or assigning duties.
Work on special projects such as research, compilation, and grant applications.
Update various documents such as calendars or yearly forms as needed or requested.