Secretary 5, Dept of Curriculum & Instruction Support

Location: Teacher Administrative Center, located at 3215 Cuming St., Omaha, NE 68131 

Reports To: Executive Director, Elementary Education and Executive Director, Secondary Education

Work Schedule/FLSA Status:  12-month / Hourly Non-exempt

Salary Schedule:  Starting rate = $22.98/hour. This is a negotiated position.  Compensation and benefits will be administered consistent with the negotiated agreement, Schedule 32F.  Salary credit may be awarded for applicable experience.

Position Purpose:    

This position supports the Department of Curriculum and Instruction Support. The individual in the position will be responsible for multiple tasks, including but not limited to responsibilities associated with reporting to the Elementary and Secondary Education Executive Directors.  

Essential Performance Responsibilities

• Answer phones and greet internal and external customers professionally.
• Schedule and maintain the Director’s calendar and appointments.  Organize materials needed for each day’s activities.
• Compose correspondence/reports for the Director’s signature.
• Place calls to businesses, community agencies, and schools to obtain the requested information.
• Create and maintain databases.
• Prepare reports for the Board of Education meeting agenda.
• Prepare communication for mailing.
• Compile information and resources as requested.
• Create electronic files for long-term retrieval.
• Prepare agendas for meetings as requested.
• Develop and maintain an office filing system.
• Coordinate room scheduling, food orders, registration, etc., in preparation for meetings and professional development.
• Complete travel and conference attendance registration/arrangements.
• Maintain confidential records and files.
• Track, record, maintain, and prepare payroll for submission to the Payroll department.
• Open and distribute the mail.
• Review and respond to electronic mail, voicemail messages, and telephone calls.
• Maintain strict confidentiality of information.
• Ability to work comfortably in Excel and Word.
• Maintain Excel spreadsheets, complete with formulas, to accurately record expenditures to agencies.
• Use Infinite Campus to access the requested information.
• Prepare district service contracts for director review.
• Prepare contracts for services agencies for director review.
• Prepare budget reports as needed throughout the fiscal year.
• Complete staffing requisitions.
• Maintain information on certified and non-certified staff, including payroll, vacation, professional conferences, reimbursement requests, mileage, etc.
• Input work orders.
• Communicate with contracted agencies.
• Access and analyze budget variance reports as needed.
• Assist in the completion of reports.
• Communicate with accounts payable to ensure that providers are paid.

Additional Duties: Performs other related tasks as assigned by supervisory personnel.

Equipment:  This position may require the ability to use basic office equipment such as computers, copiers, and scanners.  Must always comply with OPS’s guidelines for equipment use.

Travel:  Limited travel inside the district may be required.

Physical and Mental Demands, Work Hazards:

• Must be able to respond rapidly in emergency situations.
• Must have organizational, time-management, communication, and interpersonal skills.
• Work in school building and central office environments.

Interrelations:

• Contact with personnel within the district and with customers and vendors
• Will work under the direct supervision of the department supervisor to complete day-to-day tasks.
• Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy.
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues.
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service.

Employee Punctuality and Appearance

• To operate effectively, schools expect employees to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave.
• Any deviation from assigned hours must have prior approval from the employee’s supervisor or building administrator.
• All employees are required to report to work dressed in a manner that reflects a positive image of Omaha Public Schools and is appropriate for their position.

Knowledge, Skills, and Abilities:

• Completion of a standard high school diploma or equivalent, with completion of college coursework desirable, or any equivalent experience or training that provides the required knowledge, skills, and abilities.
• Previous work experience as an administrative assistant, with a minimum of 3-4 years.
• Work experience in an urban school and/or central district office setting is preferred.
• A working knowledge of OPS procedures and policies, principles, and practices of the organization is preferred. 
• Proper grammar and English usage.
• Exceptional keyboarding ability required.
• Advanced skills in MS Office Suite applications such as Word, Excel, and PowerPoint.
• Knowledge and use of Infinite Campus and Oracle PeopleSoft, preferred.
• Ability to complete mail merges.
• Ability to lift up to 25 lbs. 
• Experience using Oracle PeopleSoft to complete payroll and requisitioning of work materials and supplies, preferred.
• Possess a high level of independence.  Decision-making, accuracy, and constant attention to detail are imperative.
• Exceptional attendance, punctuality, and work record.
• Ability to manage multiple priorities.
• Possess and be proficient in math skills.
• Ability to professionally communicate with the public and school personnel using tact and courtesy.
• Ability to maintain strict confidentiality of information.
• Excellent organizational and decision-making skills.
• Ability to meet demanding work schedule and adhere to all deadlines.
• Schedule appointments and keep an appropriate calendar of events.