Position Type: Secretarial/Clerical/Secretary - 12-MonthsDate Posted: 5/21/2024Location: Pearson SchoolDate Available: 06/03/2024Closing Date: 05/28/2024Executive Assistant The Executive Assistant provides assistance and support to the School District Administrator, Administrative team, and School Board to ensure the effective and efficient operation of the district. The Executive Assistant is responsible for the processing and maintenance of highly confidential and non-confidential correspondence and data of the School District through their designated Administrator. The Executive Assistant will serve as the front line in greeting students, staff, parents, and visitors in an effective manner and style that contributes to the overall positive public relations of the district. QUALIFICATIONS: Minimum of a two-year degree in clerical/office management or five years of experience performing, at a high level, the duties and responsibilities associated with this position. Must possess strong organizational, problem-solving, communication, and computer application skills. DUTIES AND RESPONSIBILITIES (Vary by Location):
- Prepare written correspondence, forms, schedules, or reports using the computer.
- Prepare school communication as requested.
- Maintain the School Calendar of Events.
- Monitor and process personnel time records in Aesop, including leave requests and reports.
- Update handbooks and other documents as assigned.
- Receive, store and issue supplies and equipment while maintaining inventory.
- Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).
- Assist with the coordination of faculty meetings and school activities.
- Maintain inventory of fixed assets, equipment, and supplies.
- Receive incoming calls, external and internal, take reliable messages, and route them to appropriate staff.
- Answer the door for staff, students, parents, and visitors ensuring all are signed in at the office.
- Submit classroom lunch counts to the cafeteria daily.
- Coordinate and Schedule Administrator's Meetings, Planning & Placement Team Meetings, and Parent Meetings. Maintain Administrator's calendar.
- Schedule and arrange Professional Development for staff, inclusive of creating Purchase Orders for securing the training.
- Maintain IEP processes for Out of District Students (i.e. check for data accuracy, follow up with all associated mailings, invitations/notifications, meetings, etc).
- Utilize CompuClaim to monitor parental consent, ensure provider logging and assist loggers.
- Perform extracts in IEP Direct and PowerSchool for uploading into CompuClaim.
- Maintain RMTS (CompuClaim) calendar, user access, and school information.
- Assist Finance Director with compilation of Annual Cost Report for submittal to the CT Department of Social Services.
- Create and Monitor SEDAC-G (Excess Cost) database for submittal to the State Reporting Coordinator.
- Maintain inventory of testing materials and protocols for all Service Providers and Special Education Staff.
- Maintain Data Spreadsheets on a variety of topics.
- Fulfill Records Requests.
- Prepare referrals for psychiatric evaluations, Out of District placement Referrals.
- Maintain faxes, electronic mailings, and phone calls.
- Execute written communication (parent, legal, admin, staffing, OOD schools).
- Maintain IEP Direct software and provide updates and support to staff upon request/Director Request.
- Maintain IEP Direct calendar, user access, school information, and update demographics.
- Create/Run listings in IEP Direct and Power School as required.
- Maintain records of student technology device assignments.
- Maintain physical and computerized files, including mailing lists, student records, visitor logs, office communication, and grade reports.
- Secure agreements and signatures of staff in IEP Direct CompuClaim, as well as add them to the system.
- Daily interoffice and USPS postage and mailing.
- General office responsibilities.
- Create accurate requisitions and encumbrances for supplies, services, tuition for OOD schools, transportation, and any additional student needs. Follow through with the purchase order process, including returning packing slips to the Business Office.
- Secure and maintain tuition contracts for OOD students.
- Set up transportation for OOD schools and in the district when necessary. Ensure accurate information is submitted to transportation companies to safeguard the students.
- Set up tutoring between school, tutor, and parent and monitor tutoring time.
- Register students ensuring all required information is collected.
- Enter students into Power School.
- Set up student and teacher schedules in Power School.
- Accurate verbal communication and delivery of administrative directions involving the executing of Field Trip requests received from teaching staff
- Perform other duties as directed.
EQUIPMENT USED: Personal computer, printer, copier, scanner, fax machine, and calculator. WORKING CONDITIONS: Maintain emotional control and professionalism under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer. COMPENSATION: Per Contract THE Executive Assistant and Administrative Assistant Contract Starting Hourly Rate - $22.31 REQUIREMENTS:
- Must pass federal and local background checks
- Must have reliable transportation
- Must complete all pre-employment requirements before the start date.
- Must be able to lift 50 pounds.
APPLICATION PROCEDURE:
- Please visit the Winchester Public Schools website to apply online at www.winchesterpublicschools.org Be sure to attach your cover letter, resume, and three recent references.