THIS POSITION IS WORKING WITH THE MATH AND SCIENCE DEPARTMENT.
Provides secretarial support to multiple instructional specialists, as well as other professional staff. Performs a variety of complex work within the established procedures and standards. Works under general supervision and requires coordination with others. Some specialized knowledge of the department is required. Contacts are made within and outside the organization and may require dealing tactfully with individuals on sensitive issues. Judgment is required.
Essential Job Functions:
Screen visitors, receives incoming telephone calls, taking messages as required and processes incoming mail. Maintains good rapport with public, schools and other departments. Responds to inquiries from within and outside the school system regarding matters related to the operation of the department, which in the employee’s judgment do not require the supervisor’s attention.
Types, assembles and disseminates complex and lengthy documents such as brochures, curriculum guides, handouts, reports and PowerPoint presentations and uploads department information to intranet pages.
Maintains financial records and departmental budgets, which can reach into the millions of dollars. Tracks and records expenditures on a daily basis. Prepares purchase requisitions, contacts vendors for pricing, anticipated delivery and terms. Researches vendors for specific materials relating to the instructional programs being served. Processes invoices for payment, ensures proper coding and approval signatures and submits to accounts payable for payment. Prepares non-contractual assignment forms and processes time sheets for same; estimates costs and prepares actual cost upon completion. Processes check requests and budget changes to include grant money as well as operating funds; ensures adherence to proper procedures.
Makes travel arrangements for department staff as well as teachers, to include hotel accommodations, registration and means of travel. Researches best prices for airfare, hotels and car rentals. Researches additional fees and costs associated with travel such as shuttle, parking and taxi fees. Acquires government per diem rate for particular city involved. Completes conference approval form for the director’s signature and pre-travel advance form and submits to accounts payable for payment. Ensures completion of settlement form by staff; acquires receipts and submits to accounts payable; enters travel settlement per person into budget spreadsheet. Maintains itineraries and schedules appointments for instructional specialists and other professional staff. Calculates, processes and maintains records of local travel mileage and renews educational memberships.
Initiates and maintains special projects and a variety of special events in the office, i.e., Spelling Bee, Science Fair, Pals Tutors, Senior Papers, Fine Arts And Science Festival, International Teacher Training, Visiting Author, Specialty Center Registration process, Model County Government, and other department specific initiatives, etc.
Creates, produces and prints a large volume of graphic art projects such as teacher appreciation cards, holiday cards, brochures, flyers, certificates, name badges, event signs, programs and directories. May provide photography for events and upload/email participants and administrators.
Prepares for workshops and countywide training, conducted by office staff, which, in many cases, serves hundreds at one time. Preparation for work shops and training includes the registration process, obtaining and/or creating, assembling and disseminating materials, locating equipment and securing appropriate space and catering. Sets up and cleans up before and after training. Posts training, workshop and staff development opportunities to the sdrweb and registers teachers for classes if necessary. Posts attendance on sdrwed after training and e-mails participants group to inform that attendance is posted and should be in their history. Prints and forwards attendance certificates to participants. Prepares and processes sub or non-contractual pay. Processes honorariums and check requests for outside speakers and maintains in budget.
Working knowledge of office practices and procedures and automated office systems; of basic bookkeeping and general accounting principles and practices and of business English and mathematics. Some knowledge of the school or department’s programs. Working skill in operating personal computers, utilizing word-processing, database, presentation and spreadsheet applications ( Word, Excel, Access, Publisher, Powerpoint and Outlook preferred). Demonstrated ability to perform a variety of secretarial duties for one or more professionals; communicate effectively both orally and in writing; exercise judgment and work with all levels of the school or department. Demonstrated ability to accurately perform mathematical calculations and reconcile accounts; to assemble data and prepare reports; to interpret and apply policies and procedures and to organize and prioritize work. Education, training and experience sufficient to demonstrate the required knowledge, skills and abilities.
Applicants considered for employment must successfully complete the following background investigations/tests:
Federal Bureau of Investigation (FBI) Criminal History Investigation
State Police Criminal History Investigation
Child Protective Services (CPS) Investigation
Chesterfield County Public Schools - 14 months ago