Executive Secretary I - General Director of Early Childhood/Elementary Education

Topeka Public Schools USD 501 - Topeka, KS (30+ days ago)3.3

Reports To: General Director of Early Childhood/Elementary Education.

Position Purpose:
To assist the General Director of paperwork and detail so that the maximum attention may be devoted to the central problems of education and the effective operation of the school district.

High school diploma
Typing and word processing skills of 65+ wpm
Basic bookkeeping and accounting skills
Ability to retrieve and transmit computer
Ability to compose correspondence
Ability to operate all office equipment
Knowledge of school district operations, policies,
and procedures
Good communication and interpersonal skills
Ability to coordinate other workers’ activities
Ability to handle pressure/stress and ambiguity
Working knowledge of office suite

Physical/Emotional Requirements: The incumbent may be required to use the following skills and abilities during any part of the working day: speaking, hearing, manual dexterity (coordination of eye/hand for such activities as typing, calculating, word processing, and the like), bending/stooping, sitting, and walking.

Performance Responsibilities:
Obtains, gathers, and organizes pertinent data as needed and puts into usable form; composes and processes routine outgoing correspondence
Maintains a regular filing system as well as confidential files; keeps information as directed by the General Director
Places and receives telephone calls and records messages
Processes any bookkeeping and/or budget reports or forms developed by the General Director
Schedules meetings, prepares agendas, provides pertinent data and materials, and records minutes of meetings as assigned
Orders and maintains supplies as needed for Shaner Early Learning Academy
Processes incoming correspondence as instructed; sorts and directs mail to the proper person
Welcomes visitors and screens callers in accordance with predetermined policy
Maintains a schedule of appointments for the General Director and makes arrangements for conferences and interviews
Alerts administrator to important details or issues, exhibiting sound judgment and discretion in handling confidential information
Composes letters and memos; assists Director in preparing for meetings and presentations
Screens calls of concerns/complaints from parents and patrons
Prepares materials for special projects in which the General Director is involved.
Coordinates materials and activities related to special assignments for which General Director is responsible
Performs varied related office duties for Shaner Early Learning Academy

Additional Performance Responsibilites for Shaner Early Learning Academy:

1. Perform accounting and bookkeeping functions:
Maintain activity funds
Maintain financial records (receiving and recording, writing checks, balancing accounts), prepare deposits, petty cash accounting
Monitor school budget (purchasing, balancing, recording), accounts receivable/payable.
Audit and report on activity fund; audit statements.
Determine enrollment fees owed collect & account for receipts, have parents complete installment contracts as necessary.
2. Purchasing
Receiving and record orders/deliveries
Research and price materials and supplies
Prepare purchase orders.

3. Perform general office duties:
Answer phones, greet visitors, obtain and disseminate information from office visitors.
Prepare mail – send through postage meter, sort and prepare bulk mailings
Compose correspondence
Maintain office machines (refill, minor maintenance)
Submit work orders, request custodians go to various locations on campus
4. Set up and maintain district records, such as: Record student attendance, type district discipline reports and suspensions, prepare and send notices of suspension hearings.
5. Enter information into TERMS; collect necessary forms and documents, collect and record fees.

Terms of Employment:
12 months; salary and work year to be determined by the Board of Education

Performance of this position will be evaluated in accordance with provisions of the board policy on evaluation of administrators.