Secretary II, 2024 Job at St. Louis Public Schools in Saint Louis

Position Title: Secretary II

Payroll/Personnel Type: 12 Month

Job #: 31

Reports to: Director of Facilities/Deputy Superintendent of Operations

Shift Length: 8 Hour Day

Union Eligibility: Not Eligible

Position Summary:

The Secretary II performs a variety of complex secretarial, technical, and clerical administrative duties in support of facilities and operational functions. The Secretary II must be able to provide highly confidential administrative/clerical support to the Director of Facilities and team.?Secretary II requires competencies such as the ability to carry out projects, communicate efficiently amongst various departments, and the ability to support a multi-functional team.

Essential Functions:

* Performs a full range of highly responsible and specialized administrative and technical support functions in support of a department providing facility and maintenance services

* Assist and support all the functions required of the Buildings & Grounds team including purchase order requests, SchoolDude work order requests, emergency response, vendor communication, and customer service to leadership and staff

* Answer a multi-line telephone system with the ability to take messages and route calls to the appropriate department, manager, or tradesperson

* Perform other office functions such as opening and distributing mail, making copies, sending and receiving emails, greeting and directing visitors

* Work as a liaison with the Payroll and B&G timekeeper as a backup in ensuring KRONOS is complete and accurate for scheduled pay periods

* Assist in Nimble and liaison with Human Resources for hiring requests as needed for setting up interviews, contacting applicants, and other duties as requested by management for newly hired trades and maintenance staff

* Receive PPE requests from district locations and ensure that the request is fulfilled, communication is made to the requestor, and distributed to the district location promptly

* Organize with the administrative and leadership team the Facilities Back-to-School Training sessions at the beginning of the school year

* Provide administrative support to meetings, secure dates, and locations Provide agendas and sign-in sheets for all participants

* Takes notes/recollections, minutes, and transcribes from meetings and formal proceedings Composes correspondence and forms on routine department matters

* Provide administrative support to conferences, training, and inter-district meetings Identifies participants, secures dates and locales, prepares and distribute communications, organizes materials and hospitality, and arranges presentation aids

* Ensuring to maintain files and records manually and electronically to provide up-to-date reference trail, availability of information as needed, and ensure confidentiality

* Perform other duties as assigned

Knowledge, Skills, and Abilities:

* Ability to proficiently utilize computer software, ie, Microsoft Office Suite (Microsoft Outlook, Microsoft Word, PowerPoint, Excel, and MS Teams

* Excellent oral and written communication skills

* Ability to understand written sentences and paragraphs in work-related documents

* High degree of skills in customer service including finding ways to help people actively

* Ability to handle confidential, sensitive information

* Ability to demonstrate positive thinking skills in critical situations

* Work effectively under pressure with changing work demands

* Excellent organizational, presentation, and time management skills

* Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals

* Ability to interpret instructions furnished in written or oral form

Experience:

* Three (3) years of progressive secretarial experience, providing secretarial support in operations, financial, or facilities environment is preferred with advanced secretarial administrative duties

* Clerical experience in a school environment?(preferred)

Education:

* High school education or equivalent plus additional specialized training in typing/word processing and business practices

* Associate degree or Bachelor's Degree in business or related field (preferred)

Physical Requirements:

* Must be physically able to operate a motor vehicle

* Must be able to exert up to 10 pounds of force occasionally, and/or a negligible amount of force constantly to lift, carry, push, and pull or otherwise move objects, including the human body

* Light work usually requires walking or standing to a significant degree

Working Conditions and Environment:

* Work is routinely performed in a typical interior/office environment

* Very limited or no exposure to physical risk

Disclaimer:

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

SLPS believes in taking care of its employees. We offer a fully-insured healthcare plan along with some amazing perks! Here are some of the highlights of our benefits plan and perks, but you'll want to check out www.slps.org/careers for all of the details.

* Fully-paid health insurance for self

* $30,000 of tuition reimbursement (certificated staff)

* $40,000 group term life insurance

* Eligibility for federal loan forgiveness programs

* Pension plan

* Robust wellness programs

Please note benefit and perk eligibility may vary by employee status, employment date, and job classification.