Job Title:  District Level Department Secretary

 

Reports to:  Director IV, Performance Analytics/Assistant Director, Performance Analytics 

 

Work Schedule/FLSA Status: 12 months per year, Non-Exempt

Tenure Track: No

Social Security Contribution:  Required

 

Salary:  Secretary/Clerical Salary Schedule C140

 

Purpose Statement

 

The Springfield, Missouri Public School District is currently seeking qualified applicants for the position of District Level Department Secretary.

 

The Springfield School District is Missouri’s largest public school district and has built a reputation of academic excellence based on the outstanding performance of our students and schools. About 25,000 students attend 36 elementary schools, an intermediate school, 9 middle schools, 5 high schools, and a variety of alternative education and choice programs.

 

The job of District Level Department Secretary, is done for the purpose/s of providing a variety of secretarial support functions to assigned administrator(s) and department(s); establishing and maintaining department records; coordinating assigned projects; and compiling and distributing a wide variety of material and reports.

 

Essential Functions

• Compiles data (e.g. work orders, budget reports, specialized reports, personnel records, requisitions, MUNIS reports) for the purpose of preparing reports or processing requests.
• Coordinates assigned projects and/or program components (e.g. proper distribution of materials to a variety of departments, arrangements for meetings, travel requirements, personnel for substitute custodial needs, trash service, election coverage) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a variety of manual and electronic documents files and records (e.g. work orders, time sheets, zone rosters, attendance reports, expense reimbursement requests) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, minutes, charts, MUNIS reports, interview schedules for custodial candidates, attendance reports, incident reports, vacation letters) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Processes a variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, contracts) for the purpose of disseminating information in compliance with established administrative guidelines.
• Responds to inquiries from a variety of internal and external parties via phone and or written or electronic communication (e.g. district staff from all sites, government agencies, general public, students) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Schedules a wide variety of activities (e.g. appointments, interviews, meetings, travel reservations/accommodations, facility usage) for the purpose of making necessary arrangements for assigned administrator.

 Other Functions

• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information.
• Maintains inventory of supplies and materials (e.g. forms, office supplies) for the purpose of ensuring items' availability.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work
• Researches assigned topics (e.g. current practices, policies, education codes) for the purpose of providing information that address school operations.

 Job Requirements (Minimum Qualifications)  

 

Knowledge is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: commonly accepted office application software and machines; and vocational standards.

 

Skills are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment; using pertinent software applications; and preparing and maintaining accurate records.

 

Ability is required to schedule a number of activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job- related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: developing and maintaining positive relationships; setting high expectations for self and others; setting and monitoring progress toward goals; utilizing and offering effective feedback to continuously improve; collaborating and communicating effectively with internal and external stakeholders; applying critical thinking/problem solving to improve work processes; maintaining confidentiality; meeting deadlines and schedules; working with detailed information/data; working in multiple locations (by assignment).

 

Employee Punctuality and Appearance

• In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave.
• Any deviation from assigned hours must have prior approval from the employee’s supervisor or building administrator.
• All employees are required to report to work dressed in a manner that reflects a positive image of Springfield School District and is appropriate for their position.

Responsibility

 

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

 

Terms of Employment

 

The terms of employment will be governed by applicable state laws regulating employment in a Missouri public school and Board of Education policy, as those laws and policies may change from time to time.  If your position is represented by Collective Bargaining representative, then your employment will also be governed by a negotiated agreement

between SPS and that Collective Bargaining representative.

 

Experience

 

Job related experience is required.

 

Education

 

• Work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.
• Must possess the physical ability to work primarily with fingers, perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: handling, hearing, manual dexterity, mental acuity, repetitive motion, speaking, standing, talking, visual acuity, and walking.