Academic Executive Secretary
- Employer
- Providence School District
- Location
- Providence, RI, US
- Salary
- Competitive
View more
- Job Category
- Support Staff, Secretarial / Clerical
Job Details
As a member of the Academics Office, the Academic Executive Secretary assists and supports the staff in all aspects of purchasing/budget/finance/reporting. The qualified applicant will be responsible for coordinating and monitoring the administration of local, stimulus, and federal funds; provide training and guidance for campus and district teams on the use of funds; manage the data systems used to roster curriculum purchases; interface with staff and data systems to report and extract financial data; prepare and validate data and contracts to be used for district or campus instructional purchases; and report on results related to the Rhode Island Financial Accountability System. The clerk will have complete knowledge of all policies and procedures as they pertain to budget, finance, and contracts. Individual tasks, if at all varied, are assigned in detail and specific instructions are given as to the manner of performance; work is carefully checked by supervisor both in process and in final form for completeness and accuracy.
THIS POSITION REPORTS TO THE DEPUTY SUPERINTENDENT OF LEARNING
EDUCATION TRAINING AND EXPERIENCE
High School Diploma or GED
Must have passed the appropriate clerical test
DESCRIPTION OF DUTIES, RESPONSIBILITIES AND CURRICULAR LINKAGES
This position is responsible for clerical and purchasing functions of the office
DUTIES as required:
• Coordinate purchasing for various departments and schools
• Manage student rosters in various data systems and vendor platforms (i.e., uploading rosters, adding and withdrawing students, sharing information with district and campus leaders and vendors)
• Compile data for various programs and forms and for other reporting requirements
• Extract data from various data systems and vendor platforms
• Clean/validate data for accuracy throughout the budget and purchasing process
• Prepare data for use by team in reports and accounting systems
• Coordinate mailings to comply with federal requirements or as otherwise needed
• Remain informed of local, state, federal, and court ordered mandates, rules and requirements that impact reporting of school district budget, finance, and purchasing
• Maintain positive and professional staff and customer relationships
• Answer phones in a professional manner and direct calls to appropriate persons or take detailed messages
• Manage communication of information in and out of the office; prepare correspondence, emails, memos (paper and electronic)
• Support office staff, managers and administrators with general operational tasks; assist and perform general record keeping
• Assist in any aspect of the departmental operation whenever necessary.
PUBLIC RELATIONS
- Telephone - in-house (intercom), walkie-talkie. Receive and route calls appropriately.
- Correspondence - receives and routes mail, packages. Prepare correspondence; forward accordingly (notices, grievances, and reports): State, Local and Federal, Use of Building, Health and Safety, Incident/Accident, School/Staff/Parent Notices, Fire Drills and Inspections, Proposals).
- Maintain up-to-date filing system: Staff directory, phone listing, student recall listings, waiting lists, weekly, monthly, quarterly, annual reports, School Board Agendas.
- Maintain appointment/meeting calendars/schedules: Building, teacher, parent groups, visitors, workshops, etc.
- Greet and assist all visitors in a positive manner.
- Ledger activity associated with balances, spreadsheets & word processing computer application.
- Updating and distribution of budget reports.
- Researching data for preparation of requisitions, typing requisitions.
- Maintain purchase order file, receiving copies, invoices, packing slips.
- Direct payments, route for payment in a timely fashion.
- Assist Administrator/Principal/Director in preparation of annual budget.
- Typing administrative draft - tabulations/calculations.
- Maintain inventory of office materials, supplies, B5 in stock supplies, books, postage, health and athletic supplies.
- Mileage: Type monthly mileage on appropriate forms with direct payment for reimbursement including staff travel expenses and cab vouchers.
- Prepare/maintain weekly, biweekly, hourly payrolls for administrators, teachers, clerks, aides, etc., relative to regular payroll, overtime, workshops, coverage, breakfast program, in-house coverage, etc., as it applies to the job area.
- Maintain leave forms, name/address forms, vacation requests, certifications and renewals, etc. for attendance reporting and recordkeeping of payroll. Sort and distribute checks.
- SCHOOLS: Daily attendance, registers, bulletins, via mainframe hook-up or independent system.
- OFFICES: As required/established.
(Key: E=Elementary, M=Middle, H=High, G=Guidance, ALL=E, M, H, & G)
- E-M-H - Suspensions/Parent Conferences, Referrals, Incident Reports.
- E-M-H - A-8's, Sign-in Books, Sign-out Books, Accident Reports.
- E-M-H - Reading Folders, Special Ed Folders, Home Instruction Registers.
- E-M-H - Nurse, Social Worker, Human Relations Specialists Visits.
- E-M-H - Transportation-Passes, Field Trips.
- E-M-H - Minority/Majority and Pupil Enrollment Reports.
- E-M-G - Health Cards, Rosters (Quarterly), Student Transaction Sheets.
- E-M-G - Scheduling, Deficiencies, Grade Reporting, Report Cards.
- E-M-G - Repeat/Failure Notices, Non-promotional Notices.
- E-M-G - Tracer Cards including restrictions, Home Language Survey.
- E-G - Registration, Elem. Only, Forwarding PR Cards, End of Year.
- E-M - Recall lists, (closed classes).
- H-G - Athletics, College Info: Reference Letters, Transcripts.
- M-H - Locker Assignments - Student ID Cards.
- ALL - PR Cards, Scheduling Cards, Attendance, Exiting Students.
- ALL - Testing: Placement and Scores Excused Early Slips.
- ALL - Late Slips, Transfer Cards, Student Incentive Programs
- Must be proficient in typing.
- Must maintain a high degree of confidentiality.
- Must be proficient in use of standard office equipment, including facsimile, copiers, calculators, telephone system and computer.
- Good telephone/communication skills
- Knowledge or willingness to obtain knowledge of state and federal school purchasing systems and requirements
- Ability to coordinate and monitor contracts, vendors, materials
- Ability to prepare and import rosters into various online data systems; check rosters for errors; ongoing update of rosters including appropriate accommodations
- Ability to compute rate, ratio, percent, and other arithmetic calculations; create and interpret graphs and charts
- Knowledge and skill in developing, maintaining and using databases of various size and complexity
- Ability to read, analyze and interpret technical procedures and governmental regulations
- Effective oral and written communication skills, including the ability to communicate information and assessment results to diverse audiences, write procedural manuals, and communicate technical information to non-technical audiences
- Must be proficient, or willing to attain proficiency, in all of the necessary software applications used to maintain electronic records, including, but not limited to, Microsoft Office Suite, Google Platform, Lawson, Frontline Platform and Skyward
- Excellent customer service skills
- Ability to prioritize given tasks and work efficiently towards completion
- Must have the ability to maintain composure in a fast-paced working and demanding environment
- Must have the knowledge and skills to build positive relationships with people from diverse populations
- Commitment to the mission and vision of PPSD and the relevance of job functions to that mission and vision
- SPECIAL REQUIREMENTS:
In addition to meeting the education, training, and experience standards:
• Must be confidential
• You must complete the new hire compliance training prior to your first day of employment
• Selected candidate will be required to pass a pre-employment criminal history background check. Selected candidates cannot begin work until passing their background check.
Company
We serve approximately 22,000 students at 37 elementary, middle, and high schools. Approximately 55% of students come from homes where English is not the primary language spoken. Combined, our students and families speak over 55 different languages and hail from 91 countries of origin. In PPSD, the teachers and leaders set high expectations for academic achievement, provide equal access to differentiated instruction, and endeavor to close the achievement and opportunity gap among historically marginalized subgroups within the schools. PPSD is a great place for those who desire an environment that supports their creativity and ingenuity, and respects their credentials and abilities as a teacher.
- Website
- https://www.providenceschools.org/
- Telephone
- 4017147231
- Location
-
797 Westminster Street
Providence
Rhode Island
02903
United States
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