MARION CITY SCHOOLS

Marion, Ohio

May 16, 2024

ANNOUNCEMENT OF VACANCY

Opening for 2024-25 School Year

Operations Secretary- Building: District Service Center

The position of the Operations Secretary will be open May 16, 2024. This is a Group I (260 days at 8 hours per day – total of 2080 hours per year) position as per salary schedule.

It should be noted that good typing skills, excel, creating excel worksheets, Google docs and computer literacy are essential requirements for this position. Candidates who apply for this position and are not in the secretarial I classification should be willing to take a secretarial skills test (typing, proofreading, grammar, and simple math) and also show written evidence of computer literacy, either evidence of coursework certificate or transcript or written documentation from a previous supervisor on the candidate’s ability to use a computer. This evidence must accompany your application or bid for the position.

How to Apply: Internal

If you are interested in being considered for this position and feel you are qualified, you must apply online at www.marioncityschools.org prior to 4:00 p.m. on Wednesday, May 22, 2024. If you have any questions please contact Dr. Julie Kenney or Jake Grau via email jkenney@mcspresidents.org or jgrau@mcspresidents.org.

The Board/Administration has the sole discretion to determine qualifications of all candidates based upon posted qualifications which will include, but are not limited to the following:

• Ability to competently do the job 5. Experience
• Attendance 6. Job skills and knowledge
• People skills 7. Work ethic
• Loyalty 8. Ability to perform essential functions of the job

The above qualification criteria may be determined via personnel file (if available), past evaluations (if available), administration/supervisor input, reference checks, testing (if required for position), interview process, and any other methods deemed appropriate by the employer.

MARION CITY SCHOOLS IS AN EQUAL OPPORTUNITY EMPLOYER

It is the policy of the Marion City Schools Board of Education that the best qualified applicant shall be selected for each position without regard to race, color, religion, national origin, age, sex, marital status, political affiliation, disabling or military status. No person shall be denied employment solely because of any impairment which is unrelated to the ability to participate in activities involved in the position or program for which application has been made.

Secretary – Group I (Effective July 1, 2024 – June 30, 2025)

2080 Hours (260 Days @ 8 Hrs.)

Experience Hourly Experience Hourly

0 $20.39 4 $22.37

1 $20.87 5 $22.90

2 $21.35 6 $23.44

3 $21.86 7 $24.00

JOB DESCRIPTION

TITLE: Operations Secretary

RESPONSIBLE TO: Director of Operations

DEPARTMENT: Secretarial/Clerical

CLASSIFICATION: Secretarial/Clerical

POSITION: Group I

LENGTH OF CONTRACT: Twelve-month contract - 260 days at 8 hours per day - total of 2080 hours per year. Working hours are from 7:30 am – 4:00 pm with a half

(1/2) hour unpaid lunch period.

GENERAL DUTIES:

To assure the smooth and efficient operation of the offices of Facilities, Buildings and Grounds, Maintenance, Food Services, Secretarial, and Technology Services so that the department’s maximum positive impact on inspiring a

community of achievement can be realized.

Essential Functions:

DAILY

• Provides the Director of Operations with daily updates on pertinent information.
• Answers telephone, checks email and responds to various inquiries from department staff, parents, other staff, etc.
• Maintains the Director of Operations’ calendar.
• Checks the Absentee System to ensure all positions are filled. Calls substitute cooks, custodians, or secretaries when necessary.
• Receives mail folders daily from all operational staff, responds to all of their requests for supplies, food and forms, and separates and files all invoices, delivery tickets and other paperwork in proper folders.
• Must be willing to attend training on program regulations including food service, safety, or workers compensation/insurance.
• Maintains operation of the district FMX calendar and schedules events with appropriate parties, adhering to the district policies and guidelines regarding rental and reservation of spaces.
• Must have a willingness to work closely with the wellness coordinator, courier and other staff on collaborative projects.
• Assist in processing Free/Reduced Meal applications or household income surveys, calculating eligibility, coding in Food Service Database and sending response letters to households.
• Keeps all entries up to date for cooks and students.
• Files forms that are received daily throughout the school year.
• Initial processing of forms from August through October requires many hours dedicated to complete in a timely manner and must be updated throughout the year. This requires monthly uploads of the direct certification list to the state database.

WEEKLY

• Sends and receives weekly requisitions and/or orders for all operations departments and other items as needed.
• Types and sends out pertinent information to cooks when requested.
• Prepares payroll bi-weekly.

MONTHLY

• Creates purchase orders necessary for all vendors used by the Operations teams and other expenditures to meet encumbrance deadlines determined by the treasurer.
• Checks, tallies and computes delivery tickets with invoices received from vendors by school at the conclusion of each month.
• Prepares a monthly expense report for the Director of Operations, Food Service Supervisor and Technology Supervisor as needed by each department.
• Submits processed food services delivery tickets for payments by date determined by the treasurer.
• Mails checks to food service purveyors after approval at board meeting.
• Compiles for food services a state report each month the purchasing, inventory, commodity distribution and other contracted services using excel.
• Checks and records all daily deposit slips and tallies for deposit reports to be sent to the treasurer each month. Reports discrepancies to the Food Service Supervisor.
• Reconciles supervisors’ debit card purchases and sends to the treasurer.
• Process mileage report for members of the operations teams and types purchase orders for payment.
• Records minutes at monthly head cook meetings and other operational teams and provides a summation to all parties as needed.
• Process catering bids and follows up to ensure payment.
• Input data received from ODE for all students who qualify for Free Lunch through Direct Certification by uploading the list to the state database and reconciling.
• Provides the Food Service Supervisor with data required for grant applications as needed.
• Assists with website updates.

YEARLY

• Manages uniform order for cooks for the school year. This includes managing a spreadsheet of sizes for cooks, distribution of uniforms and creating the purchase order for the order.
• Assist the Food Service Supervisor in preparation and administration of Summer Food Program and other programs as required.
• Assist the Director of Operations and other Supervisors in preparation and administration of Summer Food Program and other programs as required.
• Performs other duties as assigned by the Supervisors or Director of Operations.