Director Secretary - Elementary & Federal Programs - Full Time (8.0 hpd - 261 Days Per Year) - District Administration Building

Springfield Public Schools seeks outstanding candidates for the position of Director Secretary for Elementary & Federal Programs. This position provides high level administrative support to departmental director(s) including matters of a confidential nature while handling daily work pressures requiring constant concentration to a volume of work which must be completed within a limited period of time. This position oversees all of the offices administrative activities such as creating reports analyzing administrative operations and strategies in order to suggest and implement improved work methods and systems.

This position is open until filled. Application review will begin Monday September 22 2025.

Essential Functions

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Provides administrative support to assigned administrator(s) including but not limited to preparation of presentations budget minutes data tracking calendar management travel arrangements and correspondence.
• Manages purchasing supply inventory supply/material orders receives and facilitates returns.
• Assists in the preparation of and monitoring of departmental budgets and notifies Administration of any inconsistencies.
• Maintains systems for accurate and current records in accordance with District state and auditor guidelines and/or policies.
• Performs a variety of administrative tasks including greeting stakeholders answering telephones routing calls or messages to appropriate staff and operating general office machinery including photocopy machines computers fax machine typing proofreading filing sorting and handling incoming and outgoing mail.
• Completes a high volume of computer work using District computer programs to input high volumes of data with speed and accuracy including confidential data in an environment with constant interruptions.
• Schedules meetings conferences and programs as required including creating schedules contacting all invited parties preparing agendas informational correspondence arranging for catering and distributing materials to all parties.
• May assist with processing incoming and outgoing records according to procedural guidelines and policies.
• Maintains working knowledge of specialized terminology District programs policies procedures rules and forms.
• Provides historical reference by defining procedures for retention protection retrieval transfer and disposal of records.
• Maintains office efficiency by planning and implementing office systems layouts and equipment procurement.
• Designs and implements office policies by establishing standards and procedures; measuring results against standards; making necessary adjustments.
• Completes operational requirements by scheduling and assigning identified classified employees; following up on work results.
• Keeps management informed by reviewing and analyzing special reports; summarizing results against standards; making necessary adjustments.
• Maintains office staff by assisting in recruiting selecting orienting and training employees.
• Maintains office staff job results by coaching counseling planning monitoring and appraising job results in consultation with administrator(s).
• Assists with annual budget; scheduling expenditures; analyzing variances; initiating corrective actions.
• May prepare and make bank deposits on a weekly basis reconciles and receipts all accounts receivable.
• Serves as back-up for other office personnel and departments as needed.
• Serves as back-up for school-based office personnel as needed.
• Completes appropriate logs forms and paperwork as required.
• Serves as liaison between administration personnel and community as appropriate.
• Coordinates and maintains all administrative procedures processes operations and ensures compliance.
• Maintains timesheet and payroll systems for employees.
• Collects data and materials and prepares ODE Notebooks for audit reporting.
• Maintains current and accurate data on Title school personnel and staffing and makes updates semi-annually.
• Assists in the preparation of and monitoring of Non-Title and or Title schools budget sheets and updates as required.
• Manages and completes special projects as assigned.
• Maintains and appropriately updates departmental website and social media.
• Other related duties may be assigned.
  

Minimum Qualifications

Education:

• Associates degree or higher (attach diploma) or the equivalent*; AND
• High School diploma or General Education Diploma (GED).

*Associates Degree education equivalency equals two (2) years of increasingly responsiblework experience for each full year (36 credit hours 24 semester hours) of college. Workexperience must be in an office setting reasonably related to Public Education.)

Experience:

• Two (2) years of office management or related experience or five (5) years of increasingly responsible closely related work experience (minimum experience requirements are in addition to Associates Degree equivalencies).

Certificates Licenses Registration & Other Requirements:

• Ability to obtain a valid First Aid/CPR card and pass Safe Schools training modules as assigned.
• Criminal Justice Fingerprint/Background Clearance

Desired Qualifications

• Prior office management experience in a public education setting.

Knowledge Skills & Abilities (May be acquired through education training and/or experience.)

Knowledge of: District policies and procedures; Federal /State legislative bills policies and procedures modern office practices and procedures; letter writing correct language usage; receptionist telephone and record keeping/filing systems; computer hardware and software programs and their usage; modern office equipment; safety and first aid practices and procedures.

Skills to: manage supply inventory track budget expenses delegate workflow and staffing manage office processes including office standards and promotion of process improvement; proficiently utilize Microsoft Outlook Web App Office Word Excel and PowerPoint; proficiently utilize Adobe Acrobat Document Creator and Google Suite.

Ability to: understand and apply District and school policies and procedures; understand and apply Federal/State legislative bills policies and procedures; greet stakeholders; maintainappropriate office appearance and attire; maintain regular and acceptable attendance and punctuality as set forth in Board policy; provide information pertaining to area and/or District/School policies procedures and other pertinent information; operatemaintain and arrange for repair various office/school equipment; establish and maintain cooperative working relationships with those contacted during the course of work and from diverse backgrounds; interacts thoughtfully and courteously with students staff parents and community members and resolves conflict in a professional manner; maintain records; utilize keyboarding skills commensurate with the required functions for this position; communicate effectively both orally and in writing; utilizeappropriate grammar and spelling when corresponding make mathematical calculations accurately; follow oral and written instructions; accurately research various information and prepare related reports.

Required Experience:

Director