Closing Date:
02/01/2024 You belong in the Power of WE!
Excellent secretaries make excellent schools. That’s why we are relentless about hiring top secretaries who can provide high-quality instruction and build authentic, loving relationships with students, staff, and parents.
Position: Secretary- Casual/Seasonal (2 Positions)
Location: Colonial Transportation Office- Operations Center
State Date: as soon as possible
Reports to: Supervisor of Transportation
Work Year: 10 months
5:30 a.m. to 10:30 a.m. & 1:00 p.m. to 6:00 p.m.
Compensation: $15.54 per hour
POSITION GOAL:
To provide administrative support for assigned transportation supervisors or specialists and perform a variety of clerical, secretarial and other administrative functions required for the operation of the department office that maximize the positive impact on the safety and efficiency of transportation of students to and from school. Works with other transportation office staff on duties and responsibilities as required. This position is also required to operate a multi-line telephone system to answer incoming calls: direct callers to appropriate personnel and perform other tasks including but not limited to: extra time entry, contract tracing, field trip documentation, and GPS report retrieval. This position also may serve as a greeter to the operations center and must interact with all staff and/or visitors entering the building.
MINIMUM REQUIREMENTS:
The requirements listed below are representative of the knowledge, skill and/or ability required:
High School Diploma or GED
Two (2) years or any combination of secretarial level work experience
and/or higher education
Proficient in Microsoft Office Applications (Word, Excel, and Outlook)
Operation of office equipment, information system and databases
Acceptable Criminal Background Report and no entries on Child Abuse
Registry.
Regular attendance is an essential function of this position.
Performs other duties/responsibilities as assigned by Supervisor.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform the duties successfully an individual must be able to perform the essential duties and responsibilities related to the district at a consistent and high-level of performance. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
RECORDKEEPING/DATABASE MANAGEMENT:
Responsible for inputting and maintaining office recordkeeping systems, maintains a comprehensive staff/student database (Google Drive, Data Service, ESchoolPlus); develops and tracks records and reports related to the department; uses both computer and manual filing systems which allows for efficient collection, retention, and retrieval of information; completes and maintains forms which may include timesheets, field trip forms, evaluation forms, student rosters and other related forms: creates and maintains staff transportation records, staff attendance records, and other related records as needed.
DOCUMENT PREPARATION:
Uses a computer or standard office equipment to prepare, create, and compose letters, labels, handbooks, newsletters, rosters, bulletins, and other documents for the department; answers routine correspondence for the administration/office staff; prepares documents from rough draft, notes, recordings, or oral instructions; prepares reports from confidential. Records; establishes and maintains files/records and prepares reports in a timely manner to meet district, state and federal regulations or deadlines; may be required to take dictation or operate an electronic recording device to transcribe letters, memoranda, meeting minutes and reports.
COMMUNICATION/CUSTOMER SERVICE:
The Secretary position within all schools/divisions is often required to frequently communicate by phone, in writing and in person with staff, parents, guardians, community members and agency representatives on matters that are both complex and sensitive. Acts as liaison between the assigned Administrator, other employees, and the general public by conveying information concerning rules, regulations, policies, and laws; greets and directs visitors; addresses standard inquiries by letter, mail, phone, e-mail, fax or personal contact; opens, sorts, prioritizes and distributes, mail; maintains internal communication system ensuring personnel are kept informed of needed information; coordinates the transfer of information between division, outside agencies and districts; interacts with and assists students when necessary; assists staff and parents/guardians resolve their inquiries; communicates as necessary with supervisor; maintains confidentiality of student and staff records; provides appropriate coverage/back-up in routine situations.
COLONIAL SCHOOL DISTRICT’S EMPLOYEE EXPECTATION:
All employees are expected as a requirement of their specific job function to:
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to use hands and/or fingers to handle or feel; reach with hands and arms; talk or hear; and taste or smell. This job involves repetitive stooping, twisting, and bending. The employee frequently is required to stand, walk, and sit. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
HOW TO APPLY:
Interested candidates who meet the qualifications may apply by completing an employment application at http://applitrack.com/colonial/onlineapp no later than 11:59 pm on the closing date. Applicants needing special accommodations in the application process for this vacancy announcement may contact the Human Resources Division at (302)323-2712.
Note: Incomplete application packages will not be considered.