Secretary to the Superintendent Job at Dodge City Unified School District 443 in

Position Type:
Secretarial/Clerical/Superintendent Secretary

Date Posted:
12/2/2024

Location:
Dodge City Public Schools - District Office Job Title: Secretary to the Superintendent
Payment Rate: In accordance with the USD 443 Salary Schedule - Salary Range - $25.62 hourly - Fulltime - 260 days
Evaluation & Benefits: In accordance with the USD 443 Classified Handbook
FLSA Status: Non-Exempt
Reports To: Superintendent of Schools

PURPOSE: Provide direct secretarial, clerical, and/or accounting services related to budgets, financial records, statistical data, employment/retirement information, and other reports or information which are under the district supervision for the Board of Education, the Superintendent, and/or the Executive Director of Business Operations.

EMPLOYMENT QUALIFICATIONS:

Education:

• Associate's degree (A. A.) or equivalent.
• Bachelor's degree preferred.

Experience:

• 3 years of secretarial experience. Experience in public education is preferred.
• Bilingual Spanish and English preferred but not required.
• Advanced secretarial, clerical, and/or accounting skills in the specific areas required by the position.

KNOWLEDGE, SKILLS, & ABILITIES:

• Prepare clear and understandable reports, materials and/or appropriate budget documents for Board of Education information and/or action.
• Complete reports concerning the administrative and financial operations of the district for state and federal agencies.
• Process conference and travel requests in order to complete district calendar information, vehicle scheduling, and expense payments for registrations and other travel related expenses.
• Assist in preparing and administering legal documents related to budget and/or personnel administration.
• Maintain records and files as required by law concerning personnel records and/or financial books and accounting procedures.
• Ensure that all contractual and financial activities conform to district policies, negotiated agreements, and applicable state and federal regulations.
• Communicated effectively with members of the school district and community.
• Operate all business machines, computers, and office equipment as required for efficient and effective completion of job responsibilities.
• Analyze problems and develop suggestions for solutions.
• Be able, when required, to assist in the supervision and/or evaluation of other office support employees
• Ability to plan meetings, develop agendas, and prepare summaries of the same.
• Ability to use a variety of complex data bases and computer software applications including advanced word processing or desktop publish programs, query reporting, spreadsheets, etc.
• Ability to follow written and spoken instructions without close supervision.
• Excellent oral and written communication skills.
• Commitment and discretion to maintain confidentiality.
• Ability to prioritize work and to perform effectively under stress.

DUTIES & RESPONSIBILITIES:

• Check the mailroom for incoming mail.
• Keep the superintendent's calendar current.
  • Share various calendar invites with BOE, Admin Cabinet and Admin Council members.
• Compose and produce correspondence, reports, bulletins, records, and other materials.
• Obtain, gather and organize pertinent data as needed.
• Screen superintendent's telephone calls and records messages.
• Take and/or transcribe dictation of various types.
• Maintain an orderly filing system.
• Schedule appointments and assemble materials for meetings.
• Assist in planning meeting agendas; distribute agendas and reminders.
• Order supplies as needed.
• Complete portions of the Superintendent's Organization Report in October (work with Business Services, HR Office and Data Specialist).
• Arrange hotel reservations/registration fees for superintendent, board, and KTOY nominees.
• Keep abreast of new information, innovative ideas and techniques.
• Adhere to all District health and safety policies, including all precautions, of the Bloodborne Pathogens Exposure Control Plan.
• Prepare Weekly Report to Board of Education, Admin Cabinet, and Board Legal Counsel.
  • Collect information from the Central Office Administrative Team.

• Approve the following FileMaker forms:
  • Administrator and Classified Exempt Leave Requests (vacation, sick leave, personal leave & bereavement leave).
  • Conference Leave Forms.
  • Expense Reimbursement Claims.
  • Other FileMaker forms as needed.

• Approve Admin Cabinet Staff Development Point Requests in Frontline
• Annually update administrator & classified exempt employees leave balance totals in FileMaker as of July 1.
• Audit administrator & classified exempt employees vacation leave balances annually.
• Receive Transfer Requests
  • Share requests with the Superintendent, Asst. Superintendent of Secondary Ed. & SpEd
  • Contact parent with decision on transfer
  • Communicate transfer with schools, technology, administrators, transportation & SpEd
  • Keep a master list of transfers and reason for transfer request.
• Maintain list of students who have "Opted-Out" of State Assessment Tests.
  • Communicate names with the student's principal, testing coordinators, assistance superintendents and deputy superintendent of curriculum.
• Annually update the Academic Calendar used to develop the District Calendar. Collaborate with Assistant Superintendents, Deputy Superintendent of Curriculum and Associate Superintendent of Human Resources to obtain conference dates, professional development dates, etc.
• Prepare/mail fee statements for student instructional materials fees in March. Work with the Public Information Office on bulk rate mailing.
• Receive student instructional material fees payments. Record payment in Skyward and provide the business office with Skyward Acknowledgement of Payment Report and the payment.
  • Receive and present Parental Applications of Waivers for Instructional Fees to the Board of Education. Once approved, collaborate with a Data Specialist to waive the student's balance due amount.
  • Receive and process notifications of McKinney-Vento Grant payments to cover the school fees of students classified as homeless. Notices are sent from the State & Federal Programs Supervisor/Homeless Liaison.

Board of Education Responsibilities:

• Prepare agenda and supporting documents needed or requested for monthly board meetings and special meetings.
• Email agenda to those on distribution list and post agenda to website.
• Create a Public Notice document to be published in the local newspaper when special board meetings are called.
• Prepare the board room for board meetings.
• Distribute hard copies of agenda to board members who prefer a paper copy.
• Coordinate food for working lunches/dinners at special meetings.
• Create minutes and transcribe for Central Office/BOE approval.
• File minutes after approval and post minutes to the website.
• Board Policies as revisions are suggested by Kansas Association of School Boards (KASB) and adopted by the USD 443 Board of Education; update/maintain a Master PDF copy of Board Policies; post updated Board Policies to the website; and maintain historic files of past Board Policies.
• Annually submit Board of Education Members Internet Access Reimbursement Claims to the Business Office for payment.
• After the start of the new school year request, updated Site Council Membership Lists from each school.
  • Annually compile membership lists including meeting dates, times & locations and present them to the Board of Education for approval.

Interdepartmental Responsibilities:

• Collaborate with the Personnel Office specialists to share information regarding:
  • Letters of resignation/retirements, etc.
  • Salary spreadsheets, contract, employment history, etc. (data required to complete Annual KASB Surveys).
  • Personnel recommendations for Board approval.
  • Frontline Substitute Reports
  • Frontline Staff Development Point Requests
• Collaborate with the Business Office/secretary to share information regarding:
• Collaborate with the HR Benefits Specialist to share information regarding:
  • Administrator & classified exempt sick leave for purposes of FMLA
• Collaborate with the Payroll Supervisor to share information regarding:
  • Administrator & classified exempt starting leave balances, FMLA Leave, Retirement balances, and January adjustments to vacation leave.
• Collaborate with the State & Federal Programs Supervisor to share information regarding:
  • Students qualifying for McKinney-Vento Grant (for payment of school fees).
  • Schools applying for grant applications, receiving grant awards, or donations.
• Collaborate with the Kansas Teachers' Hall of Fame President in the production of documents for the KTHOF Induction Ceremony in June of each year:
  • Load their nomination data in FileMaker.
  • Update nomination forms, rosters, tally sheets, etc.
  • Update PowerPoint presentation with inductee's info for ceremony.
  • Download additional presentations to be shared at the ceremony.
  • Coordinate with Technology for equipment to run PowerPoints at ceremony.
  • Attend ceremonies to offer support where needed with PowerPoints.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel and talk and hear.
• The employee is occasionally required to stand; walk and reach with hands and arms.
• The employee must regularly lift and /or move up to 50 pounds.
• Specific vision abilities required by this job include close vision, color vision, peripheral vision, depth perception and ability to adjust focus.
• The work environment is in an office setting.
• The noise level in the work environment is usually moderate.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.