JOB DESCRIPTION

DEPARTMENT/OFFICE: MLL Department

LOCATION: 797 Westminster Street

HOURS: 8:30 AM - 4:30 PM

Group 6 12 Month - 1339 Union Position

Contingent upon funding

As a member of the office of Multilingual Learners (MLLs), the MLL Executive Secretary assists and supports the staff in all aspects of purchasing/budget/finance/reporting and MLL family communication. 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 EXECUTIVE DIRECTOR OF MULTILINGUAL LEARNERS

EDUCATION TRAINING AND EXPERIENCE

*Must have passed the appropriate clerical test

High School Diploma or GED Diploma required

College degree from an accredited educational institution preferred

DESCRIPTION OF DUTIES, RESPONSIBILITIES AND CURRICULAR LINKAGES

This position is responsible for all clerical functions of the MLL Office.

DUTIES as required:

• 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
• Assists in any aspect of the departmental operation whenever necessary.

PUBLIC RELATIONS

• Telephone - 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, 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.

BUDGET

• 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 MLL Office staff in preparation of annual budgets.
• Typing administrative draft - tabulations/calculations.
• Maintain inventory of office materials, supplies
• Mileage: Type monthly mileage on appropriate forms with direct payment for reimbursement including staff travel expenses and cab vouchers.

PAYROLL

• Prepare/maintain weekly, biweekly, hourly payrolls as needed relating to regular payroll, overtime, PD workshops, extra hours, 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.

MINIMUM QUALIFICATIONS STANDARDS

• Must have excellent secretarial skills, including typing, filing, and records maintenance.
• Must have excellent written and oral communication skills, including excellent English grammar, usage and spelling and punctuation skills.
• Excellent interpersonal skills and the ability to maintain composure and professionalism in a fast-paced and demanding environment.
• Must be proficient, or willing to attain proficiency, in various software applications used to maintain electronic records including Microsoft Office Suite, (Outlook, Access, Excel and Word), google drive, Lawson Teachscape, AESOP Attendance System and Skyward.
• Must be proficient in use of standard office equipment, including copiers, scanners, calculators, telephone system and desktop computer.
• Must complete the new hire compliance training prior to your first day of employment
• 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
• Bilingual (English & Spanish) candidate preferred

We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, deferred compensation plans, flexible spending accounts, life insurance, holidays, and Personal Time Off (PTO).