Doyle - Secretary Intermediate - 1.0 FTE

Doyle Administration Building
Student Services

$27.62 - 27.62 Hourly Wage

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 Functions:

• Provide clerical support which may include creating correspondence (paper or electronic), reports (some complex), forms and other written materials for administrator/program support staff.
• Answer and route incoming inquiries received (via telephone, Let's Talk platform, email) from parents, outside agencies, and staff. Provide information and/or refer to the appropriate administrator, department, or agency.
• Assist administrator with calendar and scheduling/organizing details for meetings, including arranging meeting locations and necessary materials, equipment, etc.
• Receive and process mail received by the administrator.
• Maintain the records and filing system of the administrator.
• Assist administrator in coordination of general office management functions to include: assisting with onboarding new employees, coordinating staff technology needs and access to program applications/information.
• Assist in information compilation to resolve questions and issues with regard to legal complaints and hearings.
• Respond to requests for data from various department staff utilizing multiple technological systems to retrieve and analyze the data and compile and format the results (i.e., tables, charts, graphs, etc.).
• Process open enrollment applications, alternative open enrollment applications, transfer of service requests, confirm special education status, provide student special education records as requested, maintain a database of students approved as open enrollment students.
• Manage Post IEP Meeting Survey activities that include mailing survey, entering survey responses, monitoring survey comments, and compiling and reporting results.
• Manage Department of Public Instruction, Indicator 8 Parent Involvement activities that include communications to parents, mailing survey, and monitoring survey results for targeted survey response rate.
• Assist program support staff in completing Department of Public Instruction Indicator 14 Post High School Outcomes survey activities that includes communication with parents and follow-up.
• Draft and send communications to Students Services staff, both department (biweekly news) and district-wide (monthly newsletter).
• Send communications to parents utilizing the School Messenger application.
• Facilitate department clerical staff meetings and provide and/or coordinate training on system applications and programs.
• Process purchasing requisitions and contracts.
• Assist department website manager in updating special education website information.
• Handle performance agreements and other confidential information.
• Assist staff in department meeting planning and staff in-services.
• Provide training and support on data management systems.
• Assist administrator with district-wide duties.
• Other duties as assigned.

Required Knowledge, Skills & 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 multitask, 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 skills and expertise and having the desire to develop in these areas.

Minimum Qualifications:

• High school diploma or equivalent.
• Three years of successful administrative support experience or a combination of experience and formal training.
• Advanced proficiency working in word processing (MS Word, Google Docs), spreadsheets (MS Word, Google Sheets), presentation platforms (PowerPoint, Google Presentations), and Adobe Acrobat.
• Advance knowledge of and proficiency with student databases (Infinite Campus, GoIDEA) and personnel management platforms (e.g., Tyler Enterprise, Kronos or similar).
• Excellent communication skills, both written and verbal along with customer service experience. Ability to problem solve effectively and courteously around customer needs.
• Ability to work with minimal supervision.
• Ability to work for multiple supervisors and adapt to different work styles.

Desired Qualifications:

• Bilingual (Spanish/English)
• Willingness to try new approaches

Other Information:

Required Certification(s):

• None

Competencies:

• Quality of Work
• Accuracy
• Creativity
• Dependability
• Initiative
• Job Knowledge
• Quantity of Work
• Adaptability
• Attendance
• Organization & Management of Work Area
• Courteous & Accurate Communications
• Customer Focus
• Diversity
• Judgment
• Professionalism
• Team Work

Length of Work:

12 month position, Monday through Friday. Currently working hybrid schedule 3 days in office and 2 days from home. This is subject to change based on supervisor and/or work requirements. Schedule will be full time in office during training period for a minimum of four weeks and may be longer based on evaluation of Associate Superintendent, Student Services.

Working Conditions:

Working overtime may be required to complete assignments due to the deadline/timeline of the assignment.

Physical Requirements

May occasionally need to lift office supplies or inventory boxes containing items up to 20 lbs.