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Clerical - Departmental Secretary to Family and Community Engagement

Employer
Providence School District
Location
Providence, RI, US
Salary
Competitive

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Job Details

JOB DESCRIPTION

DEPARTMENT/OFFICE: OFFICE OF FAMILY & COMMUNITY ENGAGEMENT

LOCATION: 379 WASHINGTON STREET

HOURS: 8:30 A.M. - 4:30 P.M.

Group 5 12 Month 1339 Union Position

The Departmental Secretary of the Executive Director & the Office of Family and Community Engagement assists the office in all aspects of the division related to schools, external affairs and family engagement. This position will have complete knowledge of policies and procedures as they pertain to schools, students, staff, administration and agencies.

THIS POSITION REPORTS TO THE CHIEF OF FAMILY AND COMMUNITY ENGAGEMENT

***Accommodations for virtual interviews will be made during this hiring season, please apply***

EDUCATION TRAINING AND EXPERIENCE

High School Diploma or GED Diploma required

College degree from an accredited educational institution preferred

Must have passed the appropriate clerical test

DESCRIPTION OF DUTIES, RESPONSIBILITIES AND CURRICULAR LINKAGES

DUTIES as required :
  • Assists in any aspect of the division and departmental operation whenever necessary.
  • Provide scheduling support for Executive Director & Director in the Division.
  • Provide logistical and administrative support for meetings including preparing support materials in advance, attending meetings and taking notes and managing the follow up tasks or actions afterwards
  • Answer phones and greet internal and external visitors to the office of Family & Community Engagement
  • Enter data into the data systems for students and families and help problem solve any access issues for students, families or team members
  • Utilize data and record systems, including Skyward, and uphold the student privacy laws as outlined in FERPA given the level of access to all personally identifiable information
  • Manage the reimbursement process and travel booking for any division team members, as needed
  • Provide guidance and support for the contracting process
  • Manage the mail and correspondence flow for all division team members, including the timely process to obtain necessary approvals and signatures for correspondence
  • Manage the reservations, confirmation and system for requesting any shared meeting space, as needed
  • Manage the payroll verification and any HR related actions for time off for all department team members
  • Manage the purchasing and budgeting processes for contracts and supplies for the division
  • Upload and manage the Electronic School Board agenda items and supporting documents on behalf of the division
  • File and store key documents for legal, regulatory and policy compliance
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.
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 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.
PAYROLL
  • 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.
COMPUTER
  • SCHOOLS: Daily attendance, registers, bulletins, via mainframe hook-up or independent system.
  • OFFICES: As required/established.
STUDENT PROCESSING

(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.
MINIMUM QUALIFICATIONS STANDARDS
  • Bilingual in Spanish preferred
  • Must have excellent secretarial skills, including typing, filing, and records maintenance.
  • Must maintain a high degree of confidentiality.
  • Must be proficient, or willing to attain proficiency, in various software applications used to maintain electronic records including Microsoft Office Suite (Outlook, Access Excel, Power Point and Word) and Lawson.
  • Must be proficient in use of standard office equipment, including facsimile, copiers, calculators, telephone system and computer.
  • Good telephone/communication skills
  • 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.
SPECIAL REQUIREMENTS:

In addition to meeting the education, training, and experience standards:
  • Must be confidential
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).

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.  

Company info
Website
Telephone
4017147231
Location
797 Westminster Street
Providence
Rhode Island
02903
United States

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