About this role
Position Title: Secretary, Pupil Services Category: Classified; Bargaining Unit eligible; FLSA applies Contract: Initial one-year contract; contract days as determined by the Governing Board; other terms and conditions of employment as per the CBA and/or Board Policy. Compensation: Salary, insurance coverage, and fringe benefits as per the current Board adopted policies and schedules, with placement for granted education, experience, and responsibility. Education/Degree: High school diploma or equivalent Reports to: Director, Pupil Services and Early Childhood Supervises: N/A Job Goal: In summary, this position is responsible for the efficient and effective operation of the ESCEO, its programs, and to serve both external and internal customers courteously and professionally. Qualifications: The following qualifications are considered as guidelines:
• Proficiency with computer applications, including Microsoft Office, Google Workspace, and software/programs. • Experience in EMIS required. • Working knowledge of basic office procedures and operation of common office equipment and machines. • Skills and abilities to write and speak effectively. • Promotes positive internal and external customer relations, including creating effective interpersonal relationships and projecting a professional image. • Alternative to the above as approved by the Governing Board. PERFORMANCE RESPONSIBILITIES:
• Communicate student and staff reporting requirements to district and other personnel responsible for collecting data. • Maintain Google Master Roster. • Sends communication to all eligible students for enrollment. • SDE review and verification of teacher entry. • Class list development and update. • Track enrollment and withdrawal. • Send communication to all parents and district personnel regarding student placement. • Create Special Education Advisory Council (SEAC) Google folder, agendas, and distribution to districts. • Create purchase orders for each department. • Maintain inventory of school psychology protocols. • Create staff meeting requests and Continuing Education Units (CEUs) certificates. • Presents a positive, pleasant attitude and promotes good relations between ESCEO, the general public, and staff. • Maintains equipment, as designated, including opening and closing of equipment each day. • Assists staff in preparing materials. • Maintains schedules of general activities, with special responsibility to the department of primary assignment, receiving and transferring messages as appropriate. • Completes work orders for duplicating or printing. • Operates duplicating and other machines as needed. • Cleans machines and equipment and makes minor repairs as needed. • Maintains work and storage areas. • Performs various related office duties as assigned, including receptionist duties, backup to other secretaries, etc. • Obtains quotations for purchases from commercial firms as directed. • Assists in training of temporary or student staff. • Maintains a record of equipment, mechanical failures, and service calls, when needed. • Works with administrators, other secretaries, other staff members, as appropriate, in determining copy layout, stock, ink, and other aesthetic and practical elements of a given job. • Assists with the design and duplication of necessary forms. • Maintains quick turn-around of projects; seeks direction from administration in determining priorities. • Updates and distributes forms on a set schedule or upon request. • Acts as an emissary of ESCEO, greeting external and internal customers courteously and assisting them in any way possible. • Any other duties assigned by the Superintendent.
REQUIRED ETHICAL AND PROFESSIONAL ATTRIBUTES AND BEHAVIORS:
• Is regular and prompt in attendance. • Seeks opportunities to improve skills and grow professionally. • Prepares an annual professional development plan that links professional growth with ESCEO and other assigned goals.
• Attends and actively participates in all required/assigned training sessions, meetings, and other responsibilities. • Provides quality service to both internal and external colleagues and customers. • Seeks opportunities to participate as a productive member of ESCEO, school district, and other committees and teams. • Generates internal and external support for ESCEO services. • Represents the ESCEO and its service schools with professionalism at all times. • Demonstrates at all times integrity and ethical behavior. • Responds quickly to directions for improvement from supervisors. • Maintains confidentiality in all job-related discussions and communications. Other expectations and demonstrated skills and abilities:
• Possesses a valid state-issued driver's license and/or government-issued ID. • Reads, analyzes, and interprets data and reports. • Writes reports, correspondence, and other appropriate communique. • Presents information and responds to questions effectively and efficiently. • Prioritizes tasks, requirements, and expectations to perform to a standard of service excellence. WORKING CONDITIONS: Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable.
• Duties may require bending, crouching, kneeling, reaching, and standing. • Duties may require lifting, carrying, and moving work-related supplies/equipment, up to 50 pounds. • Duties may require operating and/or riding in a vehicle. • Duties may require traveling to meetings and work assignments. • Duties may require working in proximity to moving mechanical parts. • Duties may require using a computer keyboard and monitor. • Duties may require wearing protective clothing and using safety equipment. • Duties may require working extended hours. • Duties may require working under time constraints to meet deadlines. • Potential for exposure to blood-borne pathogens and communicable diseases. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.