EXECUTIVE SECRETARY - Assistant Superintendent of Instructional Services & Director of Business Services

Windsor Public Schools - Windsor, CT (30+ days ago)3.9


Position Type:
District Support Staff

Date Posted:
6/11/2018

Location:
LP Wilson Center/BOE District Office

Date Available:
July 1, 2018

Closing Date:
06/29/2018

EXECUTIVE SECRETARY

(Assistant Superintendent of Instructional Services & Director of Business Services)

MAJOR JOB PURPOSE: Assist the Assistant Superintendent of Instructional Services and the Director of Business Services in the daily operations of both departments.
TITLE OF SUPERVISORS: Assistant Superintendent of Instructional Services & Director of Business Services

PRIMARY JOB DUTIES:
Works directly with Assistant Superintendent of Instructional Services and Director of Business Services in developing and maintaining the office organizational systems – professional development, grant records and reports; district wide purchasing; legal notices and advertisements; prepare correspondence

Ability to work effectively with the public, members of the Board of Education, municipal officials, staff and a variety of other individuals and groups

Knowledge of modern business practices and procedures

Keeps track of budget lines/accounts and produces purchase orders.

Assists with agendas, minutes, accommodations and provisions for meetings, workshops, retreats, conferences, etc.

Handles Student Insurance program and reporting.

High organizational, decision-making, communication and public relations skills

Ability to establish priorities, determine proper procedures, work independently and carry out oral and written instructions

Exercises initiative; displays self-motivation and uses considerable independent judgment

Understand confidentiality and adhere to standards and procedures

Demonstrated ability to research information, collect and organize data and write reports

Ability to use discretion in the dissemination of information

Prepare reports for the State Department of Education, Board of Education, outside agencies and internal reporting.

Maintain necessary office, district and Board of Education systems.

IMMEDIATE SUPERVISOR: Director of Business Services.

SPECIFIC DUTIES:
Assist the Assistant Superintendent of Instructional Services & Director of Business Services in administrative matters. This requires an extensive knowledge of the office’s procedures, Board of Education policies and the ability to work effectively with people and confidential material.

Assist in the formulation, preparation, and presentation of the annual budget.

Handle sensitive information and material with tact and confidentiality (includes but not limited to Union Negotiations; Grievances; Employee Records; Bid documents; BOE reports, etc.).

Assist in purchasing and bidding activities, including bid development and analysis.

Maintain some enterprise, grant and other checking accounts, including receiving monies and managing the petty cash account.

Handle incoming telephone calls and voicemails involving substantial communication with vendors, municipal and staff offices, teachers and the public.

Order office supplies, type purchase orders and receive orders.

Perform related duties as required by the Assistant Superintendent of Instructional Services & Director of Business Services.

MINIMUM QUALIFICATIONS:
Two-year post-secondary education preferred.

At least five years' experience in a work related field.

Proficient in use of computer software applications including Google Docs; Microsoft Office; Excel Spreadsheets; Financial Management Databases (Preferably MUNIS).

Ability to establish and maintain effective working relationships with students, staff and the community.

Ability to perform duties with awareness of all district requirements and Board of Education policies.