Secretary - MacArthur Elementary School

Waltham Public Schools•Waltham, MA

11h•Onsite

About The Position

This is a WSSA, Grade 1X, 10-month position. Bilingual candidates preferred. The purposes of this position are to provide administrative and secretarial support to the Principal and/or Assistant Principal by assisting in coordinating and administering the receipt and processing of matters requiring decision making by the manager with which they work; by assuring that matters are processed in a timely manner and according to any applicable notice, due process or other legal requirements; by maintaining calendars and reminder notifications; by producing correspondence and reports; by initiating communications with the students, parents and staff to facilitate pending matter resolution. A school secretary is responsible for maintaining and improving upon the efficiency and effectiveness 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 and how to efficiently and accurately use word processing, spreadsheets, database, electronic mail, and information technology to provide for the effective records and database maintenance.
Understand procedural requirements for the office where assigned, maintenance of confidential records and know how to provide responsive services.
Ability to master detailed procedural requirements within reasonable periods of time, produce accurate work and coordinate multiple activities and set priorities.
Consistently meet procedural deadlines, produce accurate work, coordinate and administer pending matters, and produce routine and specialized reports and act within the scope of his/her delegated authority.
Demonstrated skill in organizing work, meeting deadlines while working under the pressures of other service demands and in providing courteous effective customer service.
Strong interpersonal skills and ability to multitask.
Consistently demonstrate high levels of skill in office and records organization, adherence to required procedures, the use of technology to manage information, to efficiently prepare accurate correspondence, and to provide courteous communications and coordination.

Nice To Haves

Bilingual candidates preferred

Responsibilities

Coordinates and administers school database which includes student absences, discipline and grades; staff attendance records; new student registrations; class schedules; affirmative action records on students and staff; produces Department of Education reports from the database; manages confidential records according to school policy
Performs multiple, substantial school processes e.g., maintaining employee and student attendance and other personnel information, preparing school payrolls, monitoring budgets, processing expenditures, billing, collecting and accounting for program revenues; conducting procurements including requests for quotes; ordering materials and supplies; managing printing processes in school; distribution of mail and flyers.
Serves as a primary contact person receiving and effectively responding to, assigning priorities to, resolving and referring inquiries, requests and complaints from students, parents, vendors, contractors and employees
Assists in the maintenance and dissemination of school and/or system wide policies and procedures
Assists administration with handling substitute staff by providing them appropriate documents, understanding procedures, directing them to appropriate classes and handling their payroll process.
Prepares correspondence and forms for Principal and Assistant Principal. Prepare standard responses on own as needed.
Monitors entry of visitors into building through security system
Oversee volunteers by keeping track of their hours and directing them to the appropriate offices or assigning duties
Works on a variety of special projects e.g., research, compilation, grant applications
Update various documents such as calendars or yearly forms as needed or requested
Performs similar or related work as required or as the situation dictates