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Secretary to Chief

Secretary to Chief

Doyle Administration Building

24.99 - 24.99

Posting Close date: November 5, 2021

Why You Should Work with MMSD!

The Madison Metropolitan School District (MMSD) is committed to Becoming a Model School District by striving to provide an anti-racist, culturally responsive, and inclusive atmosphere. MMSD actively seeks and encourages women and candidates of color to apply.
We have a simple but bold vision - to ensure that every school is a thriving school, that prepares every student to graduate from high school ready for college, career and community. We welcome applicants who will actively contribute to our ongoing commitment to making MMSD a thriving, welcoming environment for all students, families and staff.
We firmly believe in and are here to create a work environment that is challenging and rewarding, while supporting employees in their career path. We strive to provide, encourage, grow and develop a talented workforce that better supports and represents the diversity of our student population.

Essential Duties

  • Provide clerical support which may include creating correspondence (paper or electronic), reports (some complex), forms and other written materials for Chiefs, Executive Director, and administrator/program support staff.
  • Assist Chief, administrators with calendar and scheduling/organizing details for meetings, including arranging meeting locations and necessary materials, equipment, etc.
  • Monitoring email and correspondence for chiefs.
  • Providing front line communication with principals, parents and other members of the public. Answering telephone and screen calls in a pleasant and receptive manner.
  • Assist administrator(s) with district-wide program/service area assignments which may include phone contacts, communicating information, collecting information to respond to questions, sending, receiving, and prioritizing correspondence.
  • Process purchase requisitions.
  • Providing office organizational support to chiefs, assuring that all correspondence and information is transmitted properly and to the proper departments, schools and staff. This requires a thorough knowledge of District departments.
  • Coordinating office functions with other chief's secretaries and working cooperatively for the most productive results for the department and district.
  • Completing payroll for school Principals and Assistant Principals and all staff under the supervision of the Chief of Transformation.
  • Composing correspondence, reports and other documents for approval/signature of chiefs. (Example with little or no assistance, compose letters of response to all staff members who submit proposals for specific approval, assuring that the communication reflects district policies and procedures).
  • Transcribing correspondence for administrators, including minutes, notices, calendars, reports, contracts and evaluations.
  • Taking meeting notes and transcribing letters, memorandums and minutes.
  • Attending meetings and workshops to take minutes to be typed for distribution. Preparing and distributing materials for meetings.
  • Manage and track Student & Staff Support and community partnerships/School of Social Work (i.e. service agreement,
  • Memorandum of Agreements (MOA), contracts, BOE memos, etc).
  • Assist with submitting grant applications and managing, tracking, and revising grants.
  • Assist in monitoring administrator budgets (tracking, purchasing, extended employment).
  • Site coordinator for several procurement cards (i.e., tracking the location of cards (who currently has the card), auditing expenditures on the cards and reconciling expenditures with statements, notifying Accounting if expenditures against card need reallocation, ensuring source documents are properly retained).
  • Initially screens all Recommendations for Expulsion documents for accuracy, adherence to the Behavior Education Plan (BEP), applicable state and federal laws regarding student discipline, and working with Principals, Assistant Principals, Deans of Students, Principal Designees and clerical staff to correct submitted paperwork.Respond to telephone inquiries seeking assistance in conducting disciplinary investigations.
  • Prepare all Expulsion Office hearing related documents. Communicate with Hearing Examiners and Court Reporters to schedule availability to provide updates as needed.
  • Maintain Expulsion Office student paper record files, past and current. This involves determining what documents are to be stored long term. Respond to records requests after consultation with the Coordinator of Progressive Discipline to verify records may be released.
  • Maintain Expulsion Recommendation spreadsheet and produce needed requested ad hoc reports regarding student data.
  • Respond to staff inquiries regarding the status of expulsion cases.
  • Provide clerical support to department Professional Development & Learning Team including drafting contracts for speaker services (travel/lodging arrangements for speakers, speaker payment follow-up), arranging meeting space (food, materials, equipment), entering payroll information for District attendees, and ordering supplies and materials.
  • Process department-wide Out-of-District Professional Development requests and conference reimbursement.
  • Manage substitute reports, reconcile subs to monthly reports for time and effort.
  • Input, process, and analyze data across multiple technological systems.
  • Handle website management.
  • Serve as clerical support to other departments within Teaching & Learning, as necessary
    a. Schedule meetings/appointments
    b. Compose correspondence, reports and other documents
    c. Compile and monitor various budgets
    d. Assist in coordinating department activities
    e. Assist with payroll, extended employment projects, reimbursements, and other related tasks.


Qualifications: KSA's, requirements, Competencies
Minimums:
High school diploma or equivalent.
At least three or more years of working in an administrative assistant position.
Advance knowledge of and proficiency with student databases, such as Infinite Campus.
Ability to proficiently use a computer with strong technology skills, proficient with Microsoft Office programs (Word, Excel), Gmail, Google Drive, Munis and Kronos.
Ability to work with minimal supervision.
Ability to work for multiple supervisors and adapt to different work styles.

KSA's (Knowledge, Skill, Abilities)
Ability to communicate effectively and positively with District staff, students, and the community orally and in writing.
Ability to deal with sensitive student and family issues in a confidential and professional manner.
Knowledge of District confidentiality policies.
Knowledge of generally accepted bookkeeping and record keeping practices and procedures.
Ability to organize and establish priorities.
Ability to perform a variety of duties and set priorities.
Ability to make reasonable independent judgment and decisions.
Ability to work independently and to be a self-starter.
Experience working cross-culturally and/or commitment to work toward improving one's own cultural competence, e.g., valuing difference/diversity, recognizing personal limitations in one's skills and expertise, and having the desire to learn in these areas.
Desired
Bilingual in Spanish and/or Hmong
Willingness to try new approaches

Next Steps:
After you've submitted your application for this position,
You will may invited to complete a video interview. If invited to complete a video interview, your video interview must be completed by the provided due date
If you indicated fluency in a language other than English you may be invited to complete fluency testing, both a written and verbal assessment, if you have not yet completed one.

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