2022-2023 District Level Department Secretary I - Special Services Department

Springfield Public Schools-1
Springfield, MA, US

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Job Title: District Level Department Secretary I (260 Days)

Department: Special Services Department

Pay Grade: C140

FLSA Status: Non-Exempt

Reports to: Director of Special Services


Responsible for providing a wide variety of complex and confidential administrative and secretarial support to the assigned administrator; conveying information regarding department functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

  • Perform a variety of office and clerical work for administrators and staff. Assist as the primary office support for administrators at the department level or equivalent, such as word processing, financial recordkeeping, scheduling, calendaring, arranging meetings, etc.
  • Deal with non-routine matters requiring research, investigation or analysis, and knowledge of departmental issues.
  • Exercise judgment and independent thinking as it relates to anticipating requirements of administrator and staff for information, assembles information for reports coming due, and tracks events or situations to keep administrator and staff informed.
  • Work involves frequent contact with leaders and other organizations, requiring judgment in arranging meetings and communication matters.
  • Ensure that office support is available on a timely basis to assist staff, that adequate supplies are on hand, and that equipment is in good condition.
  • Understand system wide, departmental and divisional organizations and applicable policies and procedures affecting departmental operations.
  • Research, compile, create and distribute reports to the director and staff or other stakeholders as directed by the supervisor.
  • Initiate actions to keep supervisor and staff informed of department and school system operations.
  • Answer inquiries regarding programs and services, explaining requirements and assisting callers in completing forms or other actions.
  • Maintain office or unit records for program and process actions including those regarding procurement and fiscal matters.
  • Maintain office supplies, arrange for equipment service, arrange for building service assistance as needed.
  • Process time and attendance for department/division as needed.
  • Maintain and reconcile budget account for department/division.
  • Receive and greet visitors, interact professionally and courteously, providing exceptional service.
  • Communicate effectively with staff, parents, students, and patrons of the district.
  • Manage telephone systems, answering, screening, transferrin, and responding to calls and inquiries.
  • Coordinate events and meetings.
  • Maintain an area in good order with needed materials, information, and resources.
  • Maintain current facility and district information providing reference information.
  • Participate in unit meetings, in-service training, workshops, etc. conveying and/or gathering information required to perform job functions.
  • Support and enforce building safety procedures.
  • Support the operations of the facility or department as directed by the supervisor.
  • Perform general clerical functions such as scheduling, copying, faxing, data entry, filing, mail, etc. Perform other duties as assigned for ensuring the efficient and effective function fo the work unit.


Education and Experience
  • High School Diploma or its equivalent.
  • Minimum of five (5) years of job related experience with increasing levels of responsibility is required.

Certificates, Licenses and Other Special Requirements
  • Must pass a Criminal Background Clearance.

Knowledge, Skills, and Abilities
  • Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
  • Knowledge based competencies required to satisfactorily perform the functions of the job include accounting/bookkeeping principles; business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.
  • Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
  • Skill based competencies required to satisfactorily perform the functions of the job, including operating standard office equipment; performing standard bookkeeping; preparing and maintaining accurate records; and using pertinent software applications.
  • Ability to analyze situations to define issues and draw conclusions.
  • Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
  • Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
  • Ability to work with a significant diversity of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
  • Ability to analyze issues and create action plans.
  • Ability to collaborate and communicate effectively with internal and external stakeholders.
  • Ability to apply critical thinking/problem solving to improve work processes.
  • Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
  • Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
  • Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements
  • Work environment is primarily inside, where the noise and temperature levels are moderate.
  • The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
  • Must possess the physical ability to work primarily with fingers, perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
  • Additionally, the following physical abilities are required: handling, hearing, manual dexterity, mental acuity, reaching, repetitive motion, speaking, talking, visual acuity, and walking.
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