Community Roots Academy is hiring: Executive Secretary For Educational Services

Work Year: 12 months *with the exception of school breaks

Hours: full-time, non-exempt

Job Description

Under the guidance of the Executive Director, performs advanced and confidential administrative tasks to assist in alleviating the administrator's routine office and administrative responsibilities. The role involves handling complex duties, requiring public interaction, and managing multiple tasks simultaneously. The position demands a strong understanding of program procedures and the ability to exercise initiative and independent judgment in addressing issues. Confidentiality is a critical expectation in all situations.

Knowledge

• Correct English usage, spelling, grammar, punctuation, and document formatting and conventions.
• Strong writing skills.
• Current computer applications in word processing, presentation preparation, spreadsheet/database, and Internet access/research.
• Modern office organization, procedures, and practices.
• School policies, rules, and regulations applicable to the school.
• Business letter writing and essential report preparation.
• Principles and procedures of record keeping.
• Receptionist and telephone techniques.

Responsibilities and Duties

• Organizes and expedites the flow of work
• Supports administrator by preparing data and documents related to negotiations.
• Performs various skilled secretarial and clerical work, including typing, proofreading, filing, checking, and recording information.
• Establishes and maintains record systems and files.
• Communicates with a wide variety of staff and community members.

• Arranges and schedules meetings, appointments, and interviews.
• Screens calls and visitors; screens incoming correspondence routed to theadministrator for priority and background information.
• Produces and maintains a heavy volume of complex and confidential reports.
• Compiles reports, handbooks, and special projects from various sources.
• May attend negotiations-related strategy meetings, Leadership meetings, and Board meetings.
• Management and support for board documentation.
• Manage and support school enrollment.
• May be asked to compile notes from negotiation strategy meetings and/or negotiations.
• Independently composes correspondence, answers inquiries, and supplies information on various technical and program matters for administrators, teachers, staff, and the public.
• Performs specialized secretarial duties designed to relieve theadministrator of clerical detail.
• Performs other duties as assigned.

Abilities

• Maintain strict confidentiality of privileged
• Perform a variety of complex clerical and secretarial work involving theuse of independent judgment and requiring accuracy and speed.
• Devise or adapt office procedures in response to changing organizational
• Make clear and comprehensive reports and keep complex
• Proficiently operate standard office equipment and modern software
• Read, understand, and explain technical policies and
• Analyze situations accurately and make decisions in procedural matters without immediate
• Understand and carry out oral and written
• Maintain cooperative working relationships with those contacted in the course of work
• Effective keyboard and publishing
• Solve practical problems and deal with various concrete variables in situations with limited standardization.
• Interpret various instructions furnished in written, oral, diagram, or schedule

Physical Requirements

The physical requirements of a school secretary typically include:

1. Sitting and Standing: The ability to sit for extended periods at a desk and occasionally stand or move around the office to assist students, staff, or visitors.
2. Walking: Students may be required to move between different areas of the school, including the office, classrooms, or hallways.
3. Lifting: The ability to lift and carry light to moderate items, such as office supplies, files, or instructional materials (generally up to 20 pounds).
4. Dexterity: Proficiency in using a computer, telephone, copier, and other office equipment, which requires fine motor skills for typing, writing, and handling documents.
5. Climbing: There is the occasional need to reach high shelves or cabinets, requiring the ability to use a step stool or ladder.
6. Visual and Auditory Acuity: Good vision and hearing are essential for reading documents, operating office equipment, and communicating effectively with others in the school environment.
7. Communication: Effective verbal communication skills are required for interacting with staff, students, and parents.

These requirements may vary slightly based on specific school needs or facilities.

Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Qualifications and Experience

Preferred experience in a public-school setting, school district office, or any combination of training and experience that could provide the desired knowledge and abilities.

Certification Requirement

• High school diploma or
• A minimum of five years of increasingly responsible office experience, including independent judgment.

Equal Opportunity Employer Statement

Community Roots Academy is an equal opportunity employer and does not discriminate on the basis of race, color, religion, gender, national origin, age, disability, or any other legally protected status.