Grand Rapids Public Schools is hiring: Head Secretary in Grand Rapids

Overview

Join to apply for the Head Secretary role at Grand Rapids Public Schools.

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

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

Job Title: Head Secretary

Department: Instruction

Bargaining Unit: UGRESP (Union of Grand Rapids Education Support Professional)

Wage: According to the collective bargaining agreement

Direct Supervisor: Principal

Responsibilities

• Provide clerical support to building administrators to insure the efficient operation of the school office.
• Act as a liaison between clerical and managerial staff and guide the work of clerical staff to ensure work efficiency.
• Plan and adjust assignments of clerical staff to cover unexpected absences and work assignments.
• Respond to customer complaints and assist with message handling, written communications, voicemail, filing, payroll, scheduling appointments and reporting.
• Build payroll records, track staff attendance, and coordinate substitute staff with appropriate personnel.
• Maintain records and prepare reports; monitor and coordinate site-based budget and accounting processes, ordering, inventory, and distribution of supplies; purchasing materials and card reconciliation.
• Ensure proper collection and securing of funds; maintain building calendar and coordinate building use requests with appropriate personnel.
• Ensure office equipment is in working condition and maintain computerized scholar information system; provide training on computer applications for school use.
• Assist with coordination of recording scholar daily attendance and enrollment processes; work with nursing staff on distribution of medication and health screening as needed.
• Perform regular secretarial duties for building administration, including mail and communications; issue building keys; assist in audit preparation; collect monies owed to the school.
• Assist principals with suspension processes for scholars and with school opening/closing preparations; coordinate monthly school calendar and newsletter; complete necessary reporting.
• Interact with co-workers, administration, scholars, parents, and the community in a positive, supportive, and cooperative manner; maintain school budget at the discretion of the principal.
• Ensure on-time, in-person attendance and perform other duties as assigned.

Qualifications

• High School diploma or equivalent.
• One year of secretarial experience.
• Successful completion of secretarial testing in intermediate word, Excel, basic math, grammar, and language arts.

• Working knowledge of the school system.
• Familiarity with BOE policies and procedures.

• Excellent communication skills (verbal, written and interpersonal).
• Proficient with computers and Windows-based programs (word processing and spreadsheets).
• Working knowledge of the district\'s e-mail, payroll and financial systems, scholar records, and substitute system.
• Bookkeeping and managing financial records; ability to organize office operations and manage time effectively.
• Dependable attendance and punctuality; ability to collaborate in diverse environments.
• Leadership in managing staff and scholars; ability to work independently and adapt to changing priorities.
• Discretion handling confidential matters and ability to foster good community relations.

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
The employee must stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk, and hear. The employee may occasionally lift and/or move up to 40 pounds. Specific vision abilities required 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
The employee is required to analyze, communicate, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile, and negotiate.

Discrimination Notice
Grand Rapids Public Schools will not discriminate on the basis of race, sex, sexual orientation, gender, gender identity and expression, height, weight, color, religion, national origin, age, marital status, pregnancy, disability, veteran, or military status.

Ada Accommodations
Assistance with the application process may be requested through the Human Resources Department at (616) 819-2022 or humanresources@grps.org.

Seniority level

• Entry level

Employment type

• Full-time

Job function

• Administrative
• Industries: Administrative and Support Services

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