Job Details
Posting ID
Title Executive Secretary 1 - Dept of English Learners
Description Executive Secretary I, Quinton Heights Education Center Department of English Learners
Reports To: Director of English Learner, Dual Language and Migrant Programs
Position Purpose:
To relieve the Director of paperwork and detail so maximum attention may be devoted to the central goals of education and the effective operation of the school district.
Qualifications:
- High school diploma
- Typing and word processing skills 65+ WPM
- Bookkeeping and accounting skills
- Ability to retrieve and transmit computer information
- 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 meet deadlines during times of multiple interruptions
- Working knowledge of office suite
- Bilingual-Spanish/English - Preferred but not required
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 determined by the Director
- Prepares and submits necessary financial reports to state or federal agencies
- Places and receives telephone calls and records messages
- Processes any bookkeeping and/or budget reports or forms developed by the Director
- Schedules meetings, prepares agendas, provides pertinent data and materials, and records minutes of meetings as assigned
- Orders and maintains supplies as needed
- 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 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 and coaches to prepare for meetings and presentations
- Assists families new to the district with on-line or paper enrollment/registration
- Screens calls of concerns/complaints from parents and patrons
- Prepares materials for special projects in which the Director is involved.
- Coordinates materials and activities related to special assignments for which Director is responsible
- Performs varied related office duties for the director, the instructional EL coaches, and the Quinton Heights Education Center
Additional Performance Responsibilities:
- Perform accounting and bookkeeping functions:
- Prepare and submit payroll for approximately 10 employees
- Maintain financial records
- Monitor the budget (purchasing, balancing, recording), accounts receivable/payable.
- Audit and report on activity fund; audit statements for the English Learner Department including state and federal reports
- Purchasing
- Receiving and record orders/deliveries
- Research and price materials and supplies
- Prepare purchase orders
- 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)
- Inventory and order general supplies
- Submit work orders
- Enter information into TERMS; collect necessary forms and documents, collect and record fees.
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.
Terms of Employment:
12 months; salary and work year to be determined by the Board of Education
Evaluation:
Performance of this position will be evaluated in accordance with provisions of the board policy
on evaluation of administrators.
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