Secretary - Northeast Elementary School

Secretary - Northeast Elementary School

This is a WSSA, Grade 1X, 10-month position.

Bilingual candidates preferred.

Please contact HR with any questions: hr@walthampublicschools.org or 781-314-5738.

School Secretary

Position Purpose:

The purposes of this position are to provide administrative and secretarial support to the

Principal and/or Assistant Principal by assisting in coordinating and administering the receipt

and processing of matters requiring decision making by the manager with which they work;

by assuring that matters are processed in a timely manner and according to any applicable

notice, due process or other legal requirements; by maintaining calendars and reminder

notifications; by producing correspondence and reports; by initiating communications with

the students, parents and staff to facilitate pending matter resolution. A school secretary is

responsible for maintaining and improving upon the efficiency and effectiveness of all areas

under their direction and control.

Supervision:

Supervision Scope: Processes and coordinates partially and/or entirely the resolution or

completion of matters requiring the attention of the office, principal/assistant principal

including any state mandated reports; organizes and maintains in a neat, orderly and

current condition the records and supporting materials of actions taken by the office,

principal and assistant principal

Supervision Received: Works under the general and specific supervision of a Principal, but is

expected to function effectively, efficiently and independently on behalf of the Principal. The

position is subject to review and evaluation according to the School’s personnel plan,

policies and practices.

Supervision Given: None

Job Environment:

Administrative work is performed in a moderately noisy office with constant interruptions.

Occasionally exposed to bus fumes and loud noises of large number of students

Requires the operation of telephones, computers, copiers, facsimile machines, and other

standard office equipment; handles copier chemicals and exposed to moving parts when

fixing copier jams

Makes constant contact with the general public, parents, students other school staff and

frequent contact with vendors, volunteers, civic organizations, social service agencies and

police that require patience, tact and discretion; communications involve multiple media

e.g., face to face discussion, telephone, two-way radio, e-mail and hard copy

correspondence

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the

various types of work that may be performed. The omission of specific statements of duties

does not exclude them from the position if the work is similar, related or a logical

assignment to the position.)

• Coordinates and administers school database which includes student absences,

discipline and grades; staff attendance records; new student registrations; class

schedules; affirmative action records on students and staff; produces Department of

Education reports from the database; manages confidential records according to

school policy

• Performs multiple, substantial school processes e.g., maintaining employee and

student attendance and other personnel information, preparing school payrolls,

monitoring budgets, processing expenditures, billing, collecting and accounting for

program revenues; conducting procurements including requests for quotes; ordering

materials and supplies; managing printing processes in school; distribution of mail

and flyers.

• Serves as a primary contact person receiving and effectively responding to, assigning

priorities to, resolving and referring inquiries, requests and complaints from

students, parents, vendors, contractors and employees

• Assists in the maintenance and dissemination of school and/or system wide policies

and procedures

• Assists administration with handling substitute staff by providing them appropriate

documents, understanding procedures, directing them to appropriate classes and

handling their payroll process.

• Prepares correspondence and forms for Principal and Assistant Principal. Prepare

standard responses on own as needed.

• Monitors entry of visitors into building through security system
• Oversee volunteers by keeping track of their hours and directing them to the

appropriate offices or assigning duties

Other Functions:

• Works on a variety of special projects e.g., research, compilation, grant applications
• Update various documents such as calendars or yearly forms as needed or requested
• Performs similar or related work as required or as the situation dictates

Errors and Omissions:

Errors or omissions, inadequate coordination, untimely work, inaccuracies may result in

personal injury, delays in service, financial loss or have other legal ramifications

Physical and Mental Effort:

The work is primarily of an intellectual nature requiring close attention to detail operating

under the pressures of deadlines, mandatory procedural requirements and recurring

customer service demands. The employee is frequently required to sit, walk, talk and/or

hear; stand, use hands to finger, handle, or feel objects; and occasionally climb step stool,

kneel; and, reach with hands and arms. The employee must occasionally lift and/or move

up to 10 pounds and rarely lift and/or move up to 30 pounds. Specific vision abilities

required by this job include close and distance vision and the ability to adjust focus. This

position requires the ability to efficiently operate a keyboard and calculator. The employee

must be able to hear normal sounds, distinguish sound as voice patterns and communicate

through human speech using American English.

Minimum Required Qualifications:

Education Training and Experience:

Applicants for this position must have graduated from an accredited high school or possess

a GED, have more than two years of clerical, secretarial or office administration experience

Knowledge, Ability and Skill:

Knowledge: Applicants for this position must have a demonstrated knowledge of excellent

office administrative practices and how to efficiently and accurately use word processing,

spreadsheets, database, electronic mail, and information technology to provide for the

effective records and database maintenance. Incumbents must know how to develop and

maintain effective administrative techniques, understand procedural requirements for the

office where assigned, maintenance of confidential records and know how to provide

responsive services.

Ability: Applicants for this position must be able to demonstrate the ability to master

detailed procedural requirements within reasonable periods of time, produce accurate work

and coordinate multiple activities and set priorities. Incumbents must consistently meet

procedural deadlines, produce accurate work, coordinate and administer pending matters,

and produce routine and specialized reports and act within the scope of his/her delegated

authority.

Skill: Applicants for this position must have demonstrated skill in organizing work, meeting

deadlines while working under the pressures of other service demands and in providing

courteous effective customer service. Applicants and incumbents in this position must have

strong interpersonal skills and ability to multitask. Incumbents in this position must

consistently demonstrate high levels of skill in office and records organization, adherence to

required procedures, the use of technology to manage information, to efficiently prepare

accurate correspondence, and to provide courteous communications and coordination.

(This job description does not constitute an employment agreement between the employer

and the employee. It is used as a guide for personnel actions and is subject to change by

the employer as the needs and requirements of the job change.)

Non- Discrimination Notice: Waltham Public Schools does not discriminate on the basis of

race, color, religion, disability, national origin, gender, gender identity or sexual orientation.

Waltham Public Schools has partnered with the Massachusetts Partnership for Diversity in

Education (MPDE) in our effort to welcome diverse candidates to our school system. We

value and prioritize the hiring of educators who bring a wealth of perspectives and

experiences to our schools, and who reflect the diversity of the students we serve.

MPDE is a collaborative of public school districts with a 40-year uninterrupted history

committed to supporting the interest of its members to increase the numbers of teachers of

color for their schools by providing recruitment support and related services.