Lead Secretary

Pawtucket School Department; Pawtucket (RI); Presencial; USD 42.000 - 68.000; Jornada completa

Descripción de la vacante

Pawtucket School Department is seeking a Lead Secretary at Samuel Slater Middle School in Pawtucket, RI. The role provides secretarial support to the principal and administrators, manages financial and legal compliance duties, and oversees school office operations.

The position requires strong organizational skills, the ability to coordinate staff, prepare schedules and reports, and ensure confidential handling of information. Immediate start with standard PSD benefits is offered.

Formación

• Proficiency with standard office equipment and software.
• Ability to manage payroll-related data and maintain records.
• Experience coordinating office tasks and budget-related activities.

Responsabilidades

• Oversees office staff to ensure procedures are followed and tasks are completed.
• Attends meetings and represents the school building with minutes and information.
• Maintains and monitors documents and records for compliance and audit trails.
• Coordinates site-based programs, schedules, and class coverage.
• Responds to inquiries from staff, parents, students and public agencies.
• Ensures timely data entry for reporting purposes.
• Performs additional administrative duties as assigned by the Administrator.

Conocimientos

Office equipment operation

Project planning

Bookkeeping

First aid

Educación

High School Diploma or equivalent

Herramientas

Payroll data systems

Office software

Descripción del empleo

Pawtucket School Department Samuel Slater Middle School - Pawtucket, Rhode Island Open in Google Maps

Starting Date: Immediately

Job Description

The job of Lead Secretary (Elementary/Middle/High School) is done for the purpose/s of providing secretarial support to school-site principal and other administrators, conveying information regarding school functions and procedures; ensuring compliance in a timely fashion with school’s financial, legal and administrative requirements; and overseeing the office activities in support of the services provided to students, parents, instructional and support employees.

1. Oversees the office staff for the purpose of ensuring appropriate procedures are followed and work tasks are met.
2. Contributes to the evaluation of other office secretaries in collaboration with the appropriate site administrator.
3. Coordinates cross‑training of all office secretaries.
4. Attends meetings as assigned (e.g. safety, budget, etc.) for the purpose of representing school building, taking minutes, conveying and/or gathering information.
5. Compiles data from a variety of sources (e.g. payroll, honor roll, attendance, staff and student handbook, enrollment counts, all safety drills, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
6. Composes documents (e.g. standardized correspondence, bulletins, newsletters, etc.) for the purpose of documenting events, providing and/or requesting information.
7. Coordinates and/or monitors a variety of site‑based programs and/or activities (e.g. task assignments, meetings, classroom and site staff coverage, building usage, building in‑service day activities, workshops, travel and accommodations, graduation/awards activities, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
8. Maintains and/or monitors documents, files and records (e.g. administrative records, staff activities, substitute folders, building personnel records, student files, building budget, etc.) for the purpose of providing up‑to‑date reference and audit trail for compliance.
9. Monitors assigned district activities and/or program components (e.g. classroom coverage, projects, general budget, field trip costs, etc.) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
10. Orients new site personnel (e.g. substitutes and staff as required) regarding appropriate school and district practices for the purpose of effectively assimilating new personnel into site operations.
11. Prepares written and supporting materials (e.g. master schedules, budgets, reports, memos, letters, payroll, accident reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
12. Processes and/or monitors documents and materials (e.g. building mail, daily attendance, grades, purchase orders, work orders, bank deposits, etc.) for the purpose of disseminating information to appropriate parties for action.
13. Researches discrepancies in processes and/or documentation for the purpose of ensuring adherence to appropriate administrative and/or legal guidelines.
14. Responds and/or monitors inquiries from a variety of internal and external parties by phone, letter and/or in person (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
15. Screens and/or monitors inquiries of staff, students, parents, the public/visitors, etc. for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
16. Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.
17. Ensures office phones and intercoms are answered promptly and messages are appropriately disseminated.
18. Ensures all visitors/guests are promptly attended to.
19. Assure timely and accurate data entry for school, district, state, and federal reporting purposes.
20. Performs any other administrative office tasks as assigned by building Administrator.

SKILLS, KNOWLEDGE, AND ABILITIES:

SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job descriptions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications, planning and managing projects; performing standard bookkeeping and record keeping procedures; and administering first aid.

KNOWLEDGE is required to perform basic math, including calculators using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge required to satisfactorily perform the functions of the job includes: concepts of grammar and punctuation.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job‑related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operates equipment using defined methods. Ability is also required to work with a significant diversity of individuals and/or groups; work with a variety of data; and utilize specific, job‑related equipment. In working with others, independent problem solving is required to analyze issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with detailed information/data; and working with constant interruptions.

RESPONSIBILITY WORKING ENVIRONMENT: Responsibilities include: working under limited supervision using standardized practices and/or methods, directing other persons within a small work unit; and directing the use of budgeted funds within a work unit. Utilization of significant resources from other work unites is sometimes required to perform the job’s functions. There is a continual opportunity to impact the organization’s services.

WORKING ENVIRONMENT: The usual and customary methods of performing the job’s functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job required 60% sitting, 10% walking, and 30% standing. This job is performed in a generally clean and healthy environment.

EXPERIENCE: Job related experience with increasing levels of responsibility is required.

EDUCATION: High School Diploma or equivalent.

REQUIRED TESTING: Pre‑employment Proficiency Test

CONTINUING EDUCATION/TRAINING: Must attend district sponsored professional development for Secretaries to update skills as needed. Time requirement will not exceed 10 hours per year.

LICENSE/CERTIFICATES: Possession of, or ability to obtain, a valid State of Rhode Island driver’s license with a driving record acceptable to the District.

CLEARANCES: National BCI check is mandatory.

COMPENSATION AND BENEFITS: Salary will be that of a Lead Secretary. Full PSD compensation package.
Hours:8:00AM – 3:30PM - Elementary
7:30AM – 2:45PM - Middle/High School

THIS JOB SPECIFICATION SHOULD NOT BE CONSTRUED TO IMPLY THAT THESE REQUIREMENTS ARE THE EXCLUSIVE STANDARDS OF THE POSITION. INCUMBENTS MAY BE REQUIRED TO FOLLOW ANY OTHER INSTRUCTIONS, AND TO PERFORM ANY OTHER RELATED DUTIES AS MAY BE REQUIRED BY THE SUPERVISOR.

Position Type: Full-time

Job Categories: Support Staff > Secretary

Welcome to Samuel Slater Middle School

Mission StatementSamuel Slater Middle School is committed to providing a safe,healthy supportive, welcoming, and cooperative learning community in whichstudents are encouraged to embrace diversity, to meet high academic standards,and to develop life‑long learning habits necessary for active participation in afree and democratic society.

Job Requirements

• High School/Trade School degree preferred.
• Citizenship, residency or work visa required

Contact Information

• Human Resources
• 286 Main Street
• Pawtucket, Rhode Island 02860
• Phone: [phone]
• Email: [e-mail]

Map

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