Executive Office Personnel

Vacancy

The Valley View Public School District is seeking an individual to fill a full‑time Executive Office Personnel position for the 2026/2027 school year.

The executive secretary is responsible for providing varying levels of administrative support to their immediate supervisor or building administrator, completing accounting tasks, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging school events, participating in emergency drills, and scheduling meetings. The position may also train and supervise lower‑level clerical staff.

• Perform general clerical duties such as answering phones; greeting visitors; scheduling meetings; sorting and distributing U.S. and inter‑district mail; typing correspondence; filing, preparing and initiating Parentlink calls; completing data entry; attending district meetings; distributing supplies; and preparing/distributing parent event flyers.
• Additional responsibilities may include:
  Principal's Office, Assistant Principal's Office, Student Services, Attendance, Bookstore, Phoenix Program and Registrar.
• Organize, maintain, and manage the school budget and its various accounts by recording purchases and reconciling on a monthly basis.
• Perform purchasing functions such as creating purchase orders, reconciling P‑Card purchases, and meeting with vendors to procure pricing.
• Administer the school Trust Account, including collecting, documenting, and depositing monies generated by fundraisers or other events; pay bills; and complete the monthly bank reconciliation.
• Act as building registrar by requesting and forwarding records, creating and maintaining a cumulative health file, and completing daily additions and drops.
• Facilitate Fee Keeper responsibilities, handling all student fees, data entry, posting and submission of funds to the Administration Center, maintaining the collection website, generating fee letters and reports, managing installment plans, and coordinating “Back to School Day.”
• Create and manage the annual school calendar to be disseminated at “Back to School Day,” including updating events on the calendar and creating an all‑staff calendar.
• Facilitate the new employee process, including creating employee folders, gathering emergency contact information, confirming e‑mail log‑ins, providing new employees with keys, swipe cards, copier access, and a copy of the district student and building staff handbook.
• Prepare and organize parent‑teacher conferences, including setting up the website, scheduling or entering conferences, sending notifications to parents, and providing support for administrators, staff and parents as needed.
• Prepare for school parent events, such as ordering refreshments, updating and copying information for parents, initiating Parentlink reminder calls, and accepting school fees.
• Organize and manage the “Back to School Day,” preparing the fee letter packet, processing mail‑in registrations, securing volunteers, submitting set‑up information to the technology department, creating parent information and various handouts, and helping with event set‑up and other duties as needed.
• Maintain the employee attendance system, creating and maintaining substitute preference lists and employee absences, printing daily attendance reports, contacting substitutes as needed, providing substitutes with building identification/information, and supporting the administrator with scheduling internal substitutions.
• Process and maintain employee extra hours, internal sub hours, and automated time‑clock approvals; prepare co‑curricular stipend payments as required by the administrator.
• Schedule buses for approved field trips using the Versatrans scheduling program and procure substitutes for teachers as needed.
• Organize major student events throughout the school year, assisting the administrator with preparing certificates, ordering awards, organizing events, creating and typing programs, inviting parents, organizing picture days and graduation.
• Assist with interpreting parent phone calls, meetings and/or translating written communication,…