Stratford Public Schools is hiring: Head Secretary in Stratford

Position Type:
Secretarial/Clerical/Secretary - School Year

Date Posted:
12/6/2024

Location:
Franklin Elementary School

Date Available:
01/23/2025

Closing Date:
12/12/2024 Scope:

The Head Secretary will be responsible for providing high level secretarial support to the building Principal as well as organizing, validating, and maintaining records and data as defined by the Principal.

Responsibilities:

• Ability to identify, execute and manage deadlines, action items, and related schedules which ensure timely processing of required actions.
• Process entry and exit paperwork for all students including change of address.
• Coordinate materials for Principal's meetings; including but not limited to, preparation of meeting agendas, compilation of materials for distribution, and the creation of a subsequent list of action items requiring the Principal's or designee's follow-up.
• Enter, develop, and distribute varied reports using ALIO, Power School, and MS Office software/Google Software, including, but not limited to, budget/accounting reports, attendance reports, charts and graphs.
• Maintain the Absence Management System by monitoring absences and recording and editing absences as necessary. Keep accurate records of the attendance for teachers, tutors, classroom instructional assistants, custodians, secretaries and all other building employees. Keep accurate records of staff personal days.
• Assist the Principal with substitute coverage by utilizing the online Attendance Management system and by contacting substitutes directly, when necessary.
• Assure accurate payroll reporting on ALIO.
• Assure accurate reporting of custodian building rentals.
• Coordinate student attendance process. Prepare and distribute reports.
• Maintain free and reduced lunch records, as required.
• Prepare PowerPoint presentations as required by the Principal.
• Handle telephone contacts including, but not limited to, screening, responding to, and directing calls as necessary.
• Coordinate meetings, including virtual meetings, and calendars using electronic calendar.
• Perform clerical duties including but not limited to general faxing and photocopying.
• Sort and process regular and overnight mail on a daily basis.
• Compose professional correspondence, including, but not limited to, newsletters, responding to questions and requests for information.
• Maintain positive interface with public.
• Process and maintain expenses, purchase orders and invoices as necessary through computer based system and manually. Track and measure expenses against budget.
• Create and update organization lists or charts.
• Assist with annual Strategic Schools Profile.
• Perform ordering and receiving of materials/supplies via purchase order management system. Maintain inventory of office supplies.
• Create and maintain department files in accordance with established guidelines and retention requirements.
• Perform other projects and duties/responsibilities as necessary and required by Building Administrator and /or designee.

Skill Requirements:

• Ability to communicate with all organizational levels through proven verbal/written skills

• Ability to identify, prioritize and complete multiple projects on-time and within required deadlines.
• Demonstrated proficiency using Microsoft Office Suite, Google Office Suite, ALIO, and Quicken software and willingness to learn and increase proficiency in necessary software systems, in accordance with job demands.
• Proficiency with email software packages including creating contacts, groups, and calendar entries
• Ability to function effectively with minimal supervision (Self-directed, organized, and detail-oriented).
• Excellent communication and interpersonal skills. Ability to work well with colleagues, parents and general public.

Qualification Requirements:

• High School Diploma required. Associate Degree preferred.
• 2-4 years solid business office experience preferred.
• Demonstrated success working in a time-sensitive environment requiring minimal direction.

Compensation:

• The salary for this position is determined in accordance with the provisions of the current Stratford Association of Educational Secretaries contract.
• School Year position
• Grade 11- Head Secretaries (School Year); 1.0 FTE