Professional Office Personnel Control

Job Title:

Professional Office Personnel

The Valley View Public School District is seeking an individual to fill a full-time, Professional Office Personnel (210 Days) position. The professional secretary is responsible for providing varying levels of clerical support to their immediate supervisor or building administrator by 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.

Essential functions include performing general clerical duties such as answering phones, greeting visitors, scheduling meetings, sorting and distributing U.S. and inter-district mail, typing correspondence, filing, completing data entry; attending district meetings, distributing supplies, and preparing/distributing parent event flyers. Additional responsibilities will be assigned to certain areas such as, but not limited to:
Athletics, Attendance, Bookstore, Core Content, Special Education, Student Services, and Switchboard/Mailroom.

Support the Guidance department administrator with student scheduling, entering data and running reports as needed. Must have knowledge of courses, codes and maximum number of students per class. These duties include continuous scheduling of new students, class changes throughout the year, as requested by the administrator(s), maintaining student job opportunities board, issuing work permits, supporting summer enrichment and intern opportunities, scheduling and maintaining the homebound and hospital bound student programs, and maintaining current college information.

Support the building Student Services Administrator/SRT Leader by updating and working with the appropriate computer program designed for scheduling meetings, creating and maintaining temporary special education student files, forwarding appropriate information/paperwork to the District Student Services department and processing out of district requests for special education records. Manage daily student attendance tasks such as monitoring the automated attendance line, answering phones, inputting absences into appropriate system and ensuring accuracy, issuing tardy slips, and running tardy, truancy and quarterly attendance reports.

Support the Dean and Student Services departments. Duties include keeping an up-to-date bus list; assigning/maintaining student locker and combination list using the appropriate program; entering student referrals, suspensions, detentions and tardies into appropriate database; maintaining temporary student discipline files, expulsion records/paperwork, and making student and staff 's. Support the Athletic department. Duties include updating athletic website, monitoring online registrations, checking weekly athletic student grades and maintaining study table data, ordering activity buses, and coordinating athletic team pictures.

Provide assistance with major student events throughout the school year which include, assisting the administrator and executive secretary in scheduling rooms, preparing certificates, ordering awards, organizing events/picture days, creating and typing of programs, and inviting parents. Process requests for building usage. Perform purchasing functions such as creating purchase orders, reconciling P-Card purchases, and meeting with vendors to procure pricing. Prepare and organize parent teacher conferences which includes setting up the website, scheduling or entering conferences, sending notification to parents, and providing support for administrators, staff and parents as needed.

Prepare for school parent events, which may include ordering refreshments, updating and copying information for parents, and accepting school fees. Act as back-up employee attendance operator for the building, as assigned. Duties include creating and maintaining substitute preference lists and employee absences, printing daily attendance report, contacting substitutes as needed, providing substitutes with building identification/information, and supporting administrator with the scheduling of internal subs.

Assist with interpreting parent phone calls, meetings and/or translating written communication, if applicable. Attend evening events including but not limited to: open house and parent/teacher conferences, as requested. Serve as a role model for all students and perform their duties to create an environment that is conducive to providing students an enhanced and engaged learning opportunity. Perform other duties as assigned.

Education:

Minimum of High School Diploma or GED equivalent. Some College preferred.

Experience:

Minimum of 2 years secretarial experience preferred.

Other

Skills and Abilities:

Must possess proficient typing and computer skills including all Microsoft Office and Google products. Knowledge and experience with office equipment to include but not limited to copiers, fax machines, printers,…