Office Secretary, Pupil Personnel Services Residency

Administrative Support

Performs comprehensive secretarial and clerical duties in support of the Pupil Personnel Worker/Residency Liaison. Performs complete word processing functions, creates and maintains various systems, filing systems, and prepares and processes office documents.

EXAMPLES OF DUTIES:

• Performs a full range of skilled word processing functions. Creates, develops, formats, and prepares correspondence, memoranda, reports, announcements, and forms.
• Creates and maintains filing systems, appeals databases, special enrollments databases, and third party billing data in support of the Residency Liaison.
• Receives and processes special permission transfer forms/applications and hardship applications. Processes informal kinship and child of employee applications. Responds to MSDE State report for kinship and general public's questions regarding residency and special enrollment.
• Assists and responds to the Office of Law regarding student appeals. Prepares and processes office documents.
• Composes correspondence and memos. Prepares specialized documents and technical reports. Creates documents for mass mailings. Produces charts, graphs, and tables.
• Designs, creates, and maintains databases, spreadsheets, rosters, and logs. Enters, sorts, and retrieves information in databases and spreadsheets. Gathers and compiles information. Prepares routine and special reports.
• Creates and maintains electronic and paper document filing systems. Receives, distributes, and files documents.
• Reviews and processes documents pertaining to office functions. Checks documents for completeness, accuracy, and compliance with established policy and procedural requirements.
• Receives, opens, analyzes, sorts, and distributes incoming inter-office and U.S. mail. Maintains office correspondence controls such as tickler files. Follows up on assigned responses, due dates, reviews, and signatures.
• Attends meetings and take notes. Arranges and coordinates appointments, conferences, and schedules. Reserves meeting rooms. Arranges for equipment, supplies, and refreshments needed.
• Answers telephone calls. Provides assistance and information to callers, which requires a detailed knowledge of office programs, services, and procedures. Receives and forwards messages to office staff. Receives and directs visitors to the office.
• Prepares and processes check request forms, requisitions, vouchers, and purchase orders. Maintains financial records. Monitors expenditures.
• Purchases office and instructional supplies, materials, and equipment. Maintains an inventory of office and instructional supplies and equipment. Arranges for the service and repair of facilities and equipment.
• Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes. Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies.
• Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding student attendance.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS:

Education, Training and

Experience:

Possession of a high school diploma or appropriate equivalent. Three years of secretarial experience.

Note:

Other combinations of applicable education, training, and experience that provide the knowledge and skills necessary to perform effectively in the class may be considered.

Knowledge, Skills, and Abilities:

Knowledge of office practices and procedures. Knowledge of filing systems. Knowledge of spelling, grammar, and arithmetic. Knowledge of personal computers and Microsoft Office 365 including One Drive, Microsoft Forms, Microsoft Teams. Knowledge of SIS. Knowledge of automated office systems.

Demonstrated skill in typing 40 words per minute. Skill in creating and performing word processing functions. Skill in creating, setting up and maintaining excel databases, spreadsheets, and logs. Skill in creating, setting up and maintaining filing systems. Skill in creating, gathering, and compiling information for…