Secretary - Student & Services

Scope

The Pupil Personnel Secretary shall be responsible for providing exceptional secretarial support as well as coordinating, entering and validating records and data as defined by the Supervisor.

• Identify, execute and manage deadlines, action items, and related schedules which ensure timely processing of required actions.
• Responsible for duties related to the State Department of Education Evaluation Timeline.
• Track all staff including teachers, classroom instructional aides, certified and non-certified support staff for the Pupil Service Department.
• Enter requisitions for vacant positions in the electronic recruitment system; enter forms for hire or rehire.
• Prepare professional correspondence, including, but not limited to, bulletins, memos and letters addressing various issues.
• Sort and distribute mail on daily basis.
• Maintain positive interface with public, staff, administrators and parents.
• Effectively handle incoming telephone calls and voice mail including, but not limited to, screening, responding to, and directing calls in a timely manner.
• File and maintain student records as required.
• Maintain, order, and distribute testing assessments and protocols.
• Perform clerical duties including word processing, faxing, proofreading and photocopying.
• Maintain and input required data for State Department of Education, as required.
• Maintain and create various databases as directed by Supervisor.
• Create and maintain department files in accordance with established guidelines and retention requirements.
• Maintain office supplies, supply inventory and requisition of supplies through the purchasing department.
• Coordinate projects as directed by the Supervisor or designee.
• Schedule meetings and appointments as necessary or required.
• Maintain and update department forms;
  Update department forms on district website and drives.
• Perform other related duties as assigned by Administrator(s) or designee.

• Possess general knowledge and monitor maintenance of department office automation equipment, such as copy machine, network printer, telephone, facsimile machine, etc.
• Ability to identify, prioritize and complete multiple projects on‑time and within required deadlines.
• Ability to communicate effectively to all organizational levels.
• Demonstrated proficiency using Microsoft Office Suite, Google Office Suite, ALIO system, IEP Software, including running various reports, sharing documents and assigning users, as necessary.
• Willingness to learn and increase proficiency in necessary software in accordance with job demands.
• Proficiency with email software packages including creating contacts, groups, and calendar events.
• Ability to function effectively with minimal supervision (self‑directed, organized, and detail‑oriented).
• Excellent communication and interpersonal skills. Ability to work well with colleagues.

Performance of this discretionary position will be evaluated annually by the Director of Pupil Personnel Services.

• High School Diploma required. Associate Degree preferred.
• 1–3 years solid office experience preferred.
• Demonstrated success working in a time‑sensitive environment requiring minimal distraction.

The salary for this position is determined in accordance with the provisions of the current Stratford Association of Educational Secretaries contract.

• Full‑year, 12‑month position
• Grade 11; 1.0 FTE