Associate IV Student Services

POSITION TITLE: ASSOCIATE IV REPORTS TO: STUDENT SERVICES DIRECTOR

OVER-TIME STATUS: NON-EXEMPT PAY GRADE: 108

JOB SUMMARY:

Performs skilled administrative tasks and office services such as records control bookkeeping memorandums customer service and other administrative activities for Student Support Services. Does related work as required. Work is performed under the regular supervision of the Director. Supervision may be exercised over subordinate clerical staff.

ESSENTIAL DUTIES:

Serving as confidential administrative assistant to the Director of Student Support Services; processing incoming mail telephone calls financial tasks and assisting visitors. This position will interpret operating policies; exercise independent judgment in the resolution of administrative problems; prepares and maintains detailed and complex records and files; manages multiple department and program funding sources for Compulsory Attendance Youth Risk Behavioral Support McKinney Vento and Records Management.

• Completes administrative tasks for homebound instructional services (staffing onboarding timesheets and payroll student intake file management);
• Maintains appointment calendar schedules appointments and meetings to assist parents with homebound requests;
• Compiles prepares and maintains detailed and complex records and files needed for Homebound Foster Care and other state reporting;
• Assists in managing Student Support Services program grants (i.e. VTSS and Attendance Recovery);
• Assists with divisionwide student records management;
• Communicates with and disseminates information to city officials and other professionals (i.e. Department of Social Services Court Services and physicians)
• Checks and reviews a variety of data for accuracy completeness and conformance to established standards;
• Serves as receptionist; answers telephone provides program information takes and dispatches messages;
• Interviews visitors and refers to proper authority for disposition;
• Prepares and secures approval for requisitions for all Student Support Services departments and programs;
• Receives checks verifies and processes invoices;
• Receives receipts and accounts for funds;
• Maintains payroll benefits and personnel records;
• Handles a variety of confidential matters regarding departmental issues or personnel;
• Types general correspondence memorandum reports schedules contracts and other

materials from rough draft copy marginal notes or verbal instruction;

• Assists with the preparation of departmental budget; maintains departmental financial Records;
• Maintains mailing lists and files; assists with Student Services program registration;
• Receives and distributes subpoenas to appropriate staff members;
• Performs related tasks as required.

JOB SPECIFICATIONS/PHYSICAL REQUIREMENTS:

Comprehensive knowledge of standard office practices procedures equipment and secretarial techniques; thorough knowledge of business English spelling and arithmetic; thorough knowledge of departmental programs and policies; ability to type take and transcribe dictation accurately and at a responsible rate of speed; ability to make arithmetical calculations; ability to meet the public effectively; skilled in the use of data and word processing equipment; ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions.

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects; work requires stooping kneeling reaching standing walking lifting fingering and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data determining the accuracy and thoroughness of work and observing general surroundings and activities; the worker is not subject to adverse environmental conditions.

EDUCATION AND EXPERIENCE:

Any combination of education and experience equivalent to graduation from high school including or supplemented by courses in business administration Microsoft Office Suite and extensive clerical and secretarial experience.

APPLICATION PROCEDURE:

All applicants please submit an on-line application along with copies of supporting credentials. Be sure to connect your application to the advertised position.

PORTSMOUTH PUBLIC SCHOOLS IS AN EQUAL OPPORTUNITY EMPLOYER

Required Experience:

IC