Topeka Public Schools USD 501Executive Secretary I - Shaner Early Learning Academy

Topeka Public Schools USD 501

Executive Secretary I - Shaner Early Learning Academy (7282)

Job Posting

Job Details

TitleExecutive Secretary I - Shaner Early Learning Academy
Posting ID7282

Reports To:         General Director of Early Childhood/Elementary Education.  


Position Purpose: 

To assist the General Director of paperwork and detail so that the maximum attention may be devoted to the central problems of education and the effective operation of the school district.



  • High school diploma
  • Typing and word processing skills of 65+ wpm
  • Basic bookkeeping and accounting skills
  • Ability to retrieve and transmit computer
  • Ability to compose correspondence
  • Ability to operate all office equipment
  • Knowledge of school district operations, policies,
    and procedures
  • Good communication and interpersonal skills
  • Ability to coordinate other workers’ activities
  • Ability to handle pressure/stress and ambiguity
  • Working knowledge of office suite


Physical/Emotional Requirements:  The incumbent may be required to use the following skills and abilities during any part of the working day: speaking, hearing, manual dexterity (coordination of eye/hand for such activities as typing, calculating, word processing, and the like), bending/stooping, sitting, and walking.


Performance Responsibilities:

  • Obtains, gathers, and organizes pertinent data as needed and puts into usable form; composes and processes routine outgoing correspondence
  • Maintains a regular filing system as well as confidential files; keeps information as directed by the General Director
  • Places and receives telephone calls and records messages
  • Processes any bookkeeping and/or budget reports or forms developed by the General Director
  • Schedules meetings, prepares agendas, provides pertinent data and materials, and records minutes of meetings as assigned
  • Orders and maintains supplies as needed for Shaner Early Learning Academy
  • Processes incoming correspondence as instructed; sorts and directs mail to the proper person
  • Welcomes visitors and screens callers in accordance with predetermined policy
  • Maintains a schedule of appointments for the General Director and makes arrangements for conferences and interviews
  • Alerts administrator to important details or issues, exhibiting sound judgment and discretion in handling confidential information
  • Composes letters and memos; assists Director in preparing for meetings and presentations
  • Screens calls of concerns/complaints from parents and patrons
  • Prepares materials for special projects in which the General Director is involved.
  • Coordinates materials and activities related to special assignments for which General Director is responsible
  • Performs varied related office duties for Shaner Early Learning Academy


Additional Performance Responsibilites for Shaner Early Learning Academy:


1. Perform accounting and bookkeeping functions:

  • Maintain activity funds
  • Maintain financial records (receiving and recording, writing checks, balancing accounts), prepare deposits, petty cash accounting
  • Monitor school budget (purchasing, balancing, recording), accounts receivable/payable. 
  • Audit and report on activity fund; audit statements.
  • Determine enrollment fees owed collect & account for receipts, have parents complete installment contracts as necessary.

2. Purchasing

  • Receiving and record orders/deliveries
  • Research and price materials and supplies
  • Prepare purchase orders.

3. Perform general office duties:

  • Answer phones, greet visitors, obtain and disseminate information from office visitors.
  • Prepare mail – send through postage meter, sort and prepare bulk mailings
  • Compose correspondence
  • Maintain office machines (refill, minor maintenance)
  • Submit work orders, request custodians go to various locations on campus

4. Set up and maintain district records, such as: Record student attendance, type district discipline reports and suspensions, prepare and send notices of suspension hearings.

5. Enter information into TERMS; collect necessary forms and documents, collect and record fees.


Terms of Employment:

12 months; salary and work year to be determined by the Board of Education



Performance of this position will be evaluated in accordance with provisions of the board policy on evaluation of administrators.

Shift TypeFull-Time
Salary Range$14.35 - $15.69 / Per Hour
LocationShaner Early Learning Academy

Applications Accepted

Start Date05/21/2019