Department Secretary

Position Title: Secretary - Department
Bargaining Unit: Grand Rapids Association of Educational Office
Personnel (GRAEOP)
Pay Rate: Determined by the collective bargaining
agreement
Earning Days: Determined by the negotiated calendar

GRPS MISSION: Our mission is to ensure that all students are educated self-directed and productive members of society.

SUMMARY OF POSITION:
The Head Secretary is responsible for providing clerical support to the building administrators to insure the efficient operation of the school office.

ESSENTIAL JOB FUNCTIONS - Essential functions under the Americans with Disabilities Act may include any of the following duties knowledge and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include but are not limited to the following:

JOB FUNCTIONS:
Responsible for assisting the building administrator with implementing work rules and daily routines
Responsible for acting as a liaison between clerical and managerial staff
Responsible for guiding the work of other clerical staff to ensure work efficiency
Plan and adjust the assignments of clerical staff to cover unexpected absences and work assignments
Responsible for responding to customer complaints
Assist the building administrator with various tasks including message handling written communications answering voicemail filing payroll scheduling appointments and reporting
Responsible for building payroll recording staff attendance and work with appropriate personnel to coordinate substitute staff
Maintain records and prepare reports
Responsible for monitoring and coordinating the site-based budget and accounting process ordering inventory and distribution of supplies purchasing of materials purchasing card ordering and reconciliation.
Responsible for assuring proper collection and securing of funds collected in the school
Responsible for maintaining the building calendar including building use requests and coordinate with appropriate personnel
Responsible for assuring all office equipment is in working condition
Responsible for the accurate maintenance of the computerized student information system and be willing to train others on computer applications for school use
Responsible for assisting with the coordination of the recording all student daily attendance
Responsible for assisting the principal with implementing the student enrollment process
Responsible for working with the nursing staff in the distribution of medication and health screening
Responsible for regular secretarial duties for the building administration including mail communications etc.
Responsible for issuing building keys
Responsible for assisting in the preparation for all audits
Responsible for the collection of all monies owed to the school
Responsible for assisting the principals with TR student suspension
Responsible for preparing for school opening and closing with the principal
Responsible for preparing and coordinating the monthly school calendar and newsletter
Responsible for assisting with the completion of all necessary and required reporting
Interact with co-workers administration students parents and the community in positive supportive and cooperative ways
Maintains school budget at the discretion of the Principal
In-person and on-time attendance is mandatory
Performs other duties as assigned

This description describes the type and level of work performed by a person assigned to this position. It is not an exhaustive list of all duties and responsibilities required in the position.

REQUIRED QUALIFICATIONS:
High School diploma or equivalent
One year of successful previous secretarial experience.
Successful completion of secretarial testing in the areas of intermediate word excel basic math grammar and language arts
Excellent communication skills (verbal written and interpersonal)
Demonstrated experience working with computers. Working knowledge of Windows based programs (word processing & spreadsheets)
Working knowledge of the districts e-mail payroll and financial systems student records and substitute system
Demonstrated excellent bookkeeping and financial records management skills
Demonstrated effective office organizational and time management skills
Demonstrated ability to work independently adapt to changes in work priorities procedures
Demonstrated ability to communicate effectively both orally and in writing
Demonstrated excellent attendance and punctuality
Demonstrated ability to work in a diverse environment
Demonstrated leadership in working with staff and students
Demonstrated ability to participate as a member of the team
Demonstrated ability to handle confidential matters
Demonstrated ability to adapt to changes in work priorities procedures etc.
Demonstrated ability to develop and promote good community relations among various community and school clientele

PREFERRED QUALIFICATIONS:
Working knowledge of the school system
Familiarity with BOE policies and procedures

ADA REQUIREMENTS:
The physical demands work environment factors and mental functions described below 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 the essential functions.

PHYSICAL DEMANDS:
While performing the duties of this job the employee is required to stand walk sit use hands to finger handle or feel reach with hands and arms climb or balance stoop kneel crouch or crawl talk hear (in a quiet or noisy environment). The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision distance vision and ability to adjust/focus.

WORK ENVIRONMENT:
The noise level in the work environment is usually loud to moderate.

MENTAL FUNCTIONS:
While performing the duties of this job the employee is required to compare analyze communicate both orally and in writing copy coordinate instruct compute synthesize evaluate use interpersonal skills compile and negotiate.

METHOD OF APPLICATION:
Grand Rapids Public Schools manages employment applications online. Applications must be completed online at No hardcopy applications/resumes will be accepted for this position. Computer terminals are available in the GRPS Franklin Campus lobby from 8:00am 4:00pm Monday-Friday for applicant use (Monday Thursday during the summer).

Non-Discrimination
The Grand Rapids Public Schools will not discriminate against any person based on race sex sexual orientation gender gender identity and expression height weight color religion national origin age marital status pregnancy disability veteran or military status.

Americans with Disabilities Act accommodations: Assistance with the application process may be requested through the Human Resources Department at or