Confidential Secretary- Chief of Schools JobID: 12697

• Position Type:

  Secretarial/Clerical/ Confidential Secretary

• Date Posted:

  5/20/2024

• Location:

  ELSC

• Date Available:

  ASAP

    

Confidential Secretary - Chief of Schools

Location: Educational Leadership & Support Center (ELSC), 2500 Edgewood Rd NW, Cedar Rapids, Iowa 52405.

Overview: Oversee daily operations in an office setting by performing general clerical duties and other duties as assigned by supporting the Chief of Schools. The secretary will also be responsible for confidential and time sensitive materials in an environment where professionalism, efficiency and communication skills are of paramount importance.

Essential Duties:

Administrative secretarial support:

• Schedule meetings; manage chief of schools calendars as directed

• Provide parent communication correspondence as needed

• Process invoices for payment in Infinite Visions

• Pull student information using Infinite Campus

• Arrange travel arrangements as needed

• Time clock responsibility for principals, and short-term contract employees when necessary

• Assist with budgets

• Retrieve archived cumulative folders as requested

• Receive parent complaint visits/calls.

• Set up/clean up after level principal meetings

• Orders supplies as needed

• Provide reception desk coverage as needed

• Manages special projects as requested by Chief of Schools

• Supports high schools with graduation ceremonies

• Assist with permits and open enrollment

Essential Skills and Aptitudes (in order of importance):

• Excellent interpersonal and customer service skills

• Excellent verbal and written communication skills

• Excellent organizational skills and attention to detail

• Excellent time management skills with a proven ability to meet deadlines

• Ability to work without supervision

• Ability to prioritize tasks and delegate them when appropriate

• Ability to function well in a high-paced and at times stressful environment

• Strong problem-solving and analytical skills

• Strong supervisory and leadership skills

• Proficient with Google/Microsoft Office Suite or related software

Required Education Level:

High school diploma or equivalent

Administrative assistant certification preferred with at least two years related experience required

LANGUAGE SKILLS:

Ability to read, analyze, interpret, and implement ideas contained in technical documents, reports, regulations, etc. Ability to effectively write reports and communications to administrators, colleagues, parents, students, and staff. Ability to effectively present information orally and respond to questions from administrators, teachers, staff, and students.

MATHEMATICAL SKILLS:

Ability to perform basic mathematical functions. Ability to use spreadsheets and reporting documents that assist with the computation of data.

REASONING ABILITY:

Ability to solve problems effectively. Ability to interpret and implement a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS and ABILITIES:

Ability to establish and maintain effective working relationships with administrators, colleagues, community members, staff, and students. Ability to speak clearly and concisely both in oral and written communication. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

While performing the duties of this job, the employee is frequently required to stand; walk; use hands and fingers to handle and/or feel objects, tools, or controls; and talk and hear. The employee will frequently use hands and fingers to type/word process, file documents, manipulate papers, and use a copying machine. The employee frequently must squat, stoop or kneel, reach above the head and forward 0-24 inches and on occasion up to 36 inches. The employee continuously uses hand strength to grasp items. The employee will frequently bend or twist at the neck and trunk while performing the duties of this job. The employee must occasionally lift and/or move up to 50 pounds 0-12 feet and occasionally up to 20 feet, such as office materials, desks, chairs, and boxes. The employee will sometimes push/pull items such as tables and carts. Specific vision abilities required by this job include close vision, color vision, and the ability to adjust focus while working with computers, written materials, reports, assessment data, etc.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

The noise level in the work environment is often quiet but may become loud in large group settings. The position requires the commitment to professional working hours that will require the employee to arrive and leave as directed and may require the employee to extend beyond a typical 8 a.m. to 4:30 p.m. (8-hour) workday. The employee will usually work in indoor temperatures but will be required to work occasionally in outdoor environments.

AN EQUAL OPPORTUNITY EMPLOYER: The Cedar Rapids Community School District is an Equal Opportunity Employer. The District does not discriminate on the basis of race, creed, color, gender, national origin, religion, age, marital status, sexual orientation, veteran status, or disability.

Federal law obligates an employer to provide reasonable accommodation for the known disabilities of applicants unless doing so would pose an undue hardship on the employer. If you or someone you know requires an accommodation in the hiring process, contact the Executive Director of Human Resources at 319-558-2747.

The information contained in this job description is in compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual holding this position and additional duties may be assigned.