MADISON ELEMENTARY SCHOOL DISTRICT #38

 

POSITION TITLE: Administrative Secretary II – Curriculum & Instruction

Length of Work Yr: 12 months

Salary Range: Grade F $18.57-$22.98/hour (DOE)/Benefits

Department: Curriculum & Instruction

Reports To: Director for Curriculum & Instruction

 

 

QUALIFICATIONS:

1. Evidence of being a life-long learner.
2. High school diploma, or equivalent, college preferred.
3. Possess or ability to obtain a fingerprint clearance card.
4. Three years secretarial experience preferred
5. Type at a rate of not less than 40 wpm.
6. Command of business English and able to write using correct grammar, spelling and punctuation.
7. Able to operate standard office equipment and machines including, but not limited, to the following: computer,  printer, scanner, telephone, fax machine, copier, and calculator.
8. Self-starter with ability to prioritize.
9. Knowledge of office procedures, basic record and bookkeeping, Google Suites, Microsoft Office, spreadsheet usage, and purchasing procedures.
10. Ability to communicate (verbally and in writing) with others in a clear, concise and professional manner.
11. Ability to relate to students, staff and public in a positive manner.
12. Maintains confidentiality of records, correspondence and conferences.

 

JOB GOAL:

Performs accounting, secretarial, budget tracking, email monitoring. Support director by managing director’s schedule, email and calendar as well as team communications. Support and participate in team meetings. Support team including coaches, Native American and grants as needed to ensure effective support of the learning of Madison students.

 

PERFORMANCE RESPONSIBILITIES:

Responsibilities shall include, but not be limited to, the following:

1. Acts as assistant to the Director for Curriculum & Instruction.
2. Types and composes correspondence, PAR’s, requisitions, weekly team memos and follows through until completed. 
3. Maintains an updated department budget for all appropriate budgets under the Curriculum and Instruction purview. 
4. Learns and utilizes department software platforms to provide support to director, staff, patrons and public.
5. Assists Grant Coordinator in supporting all relevant grant facilitating, tracking and compliance activities including Title grants and working with private schools.
6. Works with the financial department as well as the Grants Coordinator to ensure proper budget codes for purchases and employee PAR’s.
7. Develops and maintains current inventories for all department materials in the storage room.
8. Responsible for booking travel and accommodations for team members.
9. Responsible for overseeing submission of travel reimbursement forms as well as mileage reimbursement forms from the team. 
10. Seeks best prices for the district in purchases of instructional materials and follows all district guidelines.
11. Oversees timesheets submitted and ensures timely processing and forwarding to payroll.
12. Maintains office files, reports, and inventories for the appropriate time frames per Arizona Department of Education.
13. Maintaining communication with Madison marketing department to ensure proper coverage of Curriculum and Instruction led events for media and website purposes.
14. Greets public, answers phones, responds to inquiries from staff, patrons, public and students with information, or refers to appropriate staff members in a pleasant and professional manner.
15. Creates and maintains a positive and conducive work environment.
16. Prepares materials for distribution in an efficient and timely manner
17. Sorts daily correspondence.
18. Uses standard office equipment and machines.
19. Understands and applies established Madison safety precautions.
20. Performs additional duties as assigned by the Director of Curriculum and Instruction.