Employment Type : Full-Time
JobID: 18193Position Type:
Classified - Secretarial/Clerical/Secretary, Principal - K-8
Date Posted:
1/26/2021
Location:
Boston P-8 School
Closing Date:
02/02/2021
Hours:8
Days: 261
Additional Info: Background check required upon offer. Bilingual preferred.Click here to visit our interactive map where you can find out more information on each individual school, such as highlights, school data, demographics and more.
Aurora Public Schools Compensation and Benefits
Job Title: Secretary, Principal - K-8
Work Year: 210-261 days
Department: K-8 or Online High School
Reports To: Principal
Salary Range: 36
Starting Salary: $21.83/hr
Summary: Responsible for supporting the Principal, school administrators and the K-8 school by serving as the office manager and performing financial management, staff assistance and student administration. Monitor and manage all K-8 fiscal responsibilities, employee records, and substitute coverage. Provide support to building staff by providing policy guidance, purchasing requirements, and personnel and technical assistance.
Essential Duties and Responsibilities
Daily 25% Perform bookkeeping duties including processing and inputting all expenditure and credit transactions in Oracle and internal bookkeeping program, including vendor checks, employee expenses, journal entries, deposits, etc. Collect, count and deposit all monies for building. Input all purchase requisitions, track purchase orders and check-in purchases when delivered. Balance internal bookkeeping records with Oracle print-out for per pupil allotment (PPA) budget, activity accounts, curriculum accounts, grant budgets, etc. Approve leave in absence system in Oracle and input all business leave that is requested. Close-out fiscal year budget in June and determine carry-over amount for the next school year. Implement and prepare annual building PPA budget for Board approval with assistance from the administrative team.
Daily 20% Perform clerical/secretarial duties for administrative team including check-in all substitutes to the building and assist in ensuring all classrooms are covered prior to the first period; answering phones; taking messages; typing correspondence; producing newsletters; copying; inputting and distributing data through email, district-designated work order system, Heat requests, student information system and/or Oracle; etc. maintain calendars for administrators, scheduling appointments etc; maintain a building-wide master calendar of building usages, field trips, meetings, bus requests.
Daily 10% Receive, route and screen incoming calls; take messages; and provide assistance to callers and visitors. Return calls and E-mails on a supervisor's behalf, as appropriate. Receive and distribute U.S. and District mail.
Daily 9% Assist building staff members by fulfilling their requests related to equipment and room needs/maintenance, clerical needs, student data, etc. Manage employee attendance, files and staff coverage by recording and verifying absences, personal leave and business leave requests; preparing employee evaluations and observations; and arranging for teacher substitutes.
Daily 8% Assist in building-wide clerical/administrative projects and meetings that may be related to student groups, honor roll, student recognition programs, athletics, grade level assemblies, Grade 8 continuation, fund raising projects, field trips, parent-teacher conferences, staff meetings, staff in-services, etc. Request necessary building and office supplies, forms, equipment and textbooks via EON, warehouse, purchasing, websites, and other vendors. Maintain physical inventory report and charge orders to appropriate accounts.
Daily 5% Initiate, compile, compose, word process and edit correspondence, including schedules, calendars, forms, bulletins, newsletters, meeting minutes, handbooks and other publications or reports.
Daily 3% Assist students by receipting student paperwork, receipting money, retrieving witness information for discipline. Monitor discipline referrals in school office until administrator is available.
Daily 3% Assist parents by fulfilling their requests related to scheduling appointments, receipting money, locating students, interpreting District and school policies and procedures, locating items in lost and found, answering questions, etc.
Wkly 2% Assist with registering and withdrawing students and maintaining and updating student records by entering enrollments, student data, schedules, discipline referrals, and truancy letters and other required information into the computer system.
Wkly 2% Perform minor maintenance tasks on office equipment. Track copier usage and keep machine (s) in working order with ink, staples, paper, etc. Track two-way radios and obtain repairs, as needed, to keep them operational. Coordinate building clerical projects including preparing documents, mailings and/or reports related to newsletters, report cards, proficiency reports, student registration, staff mailings, testing, etc.
Yrly 2% Process incoming and outgoing employees within the building. Including requisitioning voice mail box, E-mail address and building mail box; updating and/or transferring personnel file; entering personnel data into student information system; adding person to staff and emergency lists; etc. Maintain record of asset inventory and record disposition of equipment, including scheduling move of equipment/furniture to a storage space and communicating with District personnel and staff regarding inventory items. Distribute keys to appropriate staff; maintain Key Trail program.
Daily 1% Monitor building security, alert security personnel when needed and/or receive information regarding District emergencies.
Daily 10% Perform other duties as assigned.
EDUCATION AND TRAINING:High school diploma or equivalent plus courses in secretarial skills, word processing, office software and/or personal computers.
EXPERIENCE: Over two years and up to and including 5 years of clerical and/or secretarial experience.
SKILLS, KNOWLEDGE, EQUIPMENT & OTHER: Strong oral and written communication, interpersonal, strong organizational, critical thinking, problem solving, intermediate to advanced personal computer, customer service, public relations, collaboration and basic math skills. Ability to maintain confidentiality in all aspects of the job. Ability to manage multiple tasks with frequent interruptions. Ability to diffuse and manage volatile and stressful situations. Ability to work with students with various backgrounds and abilities. Knowledge of District policies and procedures. Operating knowledge of and experience with personal computers and general office equipment. Operating knowledge of public address system, Dictaphone, Oracle, district-designated work order system, student information system, TOM, Word, Excel, e-mail system, Internet and Key Management System may be required within 2-4 months after hire.
CERTIFICATES, LICENSES, & REGISTRATIONS: None required. CPR and First Aid certifications preferred. Notary Public certification may be preferred.
SUPERVISION/TECHNICAL RESPONSIBILITY: This job assists the Assistant Principal(s) and Principal with hiring, evaluating, disciplining, training, resolving conflicts, delegating work and/or directing work of other positions in the school office. Positions may include: Receptionist, Attendance Clerk, Bookkeeper, Office Clerk I-III, Custodians, Educational Assistants, Paraprofessionals, Hearing Interpreters and Campus Monitors. Acts as a resource for individuals throughout the school by training others on various District standardized computer software programs and interpreting and providing policies and procedures.
SAFETY TO SELF AND OTHERS: High exposure to self to repetitive motion injuries due to keyboarding and filing. Low exposure to self to bruises and cuts due to typical office accidents. May also have low exposure to self to disease if required to provide medical aid to sick or injured students.
PHYSICAL DEMANDS: While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand, walk and sit. The employee is occasionally required to reach with hands and arms; climb or balance; stoop, kneel, crouch or crawl; and taste or smell (to detect gas leaks, smoke in building and alcohol on breath of visitors). The employee must regularly lift and/or move up to 10 pounds. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, peripheral vision and ability to adjust focus.
WORK ENVIRONMENT: While performing the duties of this job, the employee may occasionally be exposed to outdoor weather conditions. The noise level in the work environment is usually moderate.
MENTAL FUNCTIONS: While performing the duties of this job, the employee is regularly required to communicate, coordinate and use interpersonal skills. The employee is frequently required to compute, synthesize, compile and negotiate. The employee is occasionally required to compare, analyze, copy, instruct and evaluate.