Job Description

Overview

Reports to: School Leader/Headmaster

General Description: Under general supervision, the School Secretary Grade 23E serves as the primary administrative support to the principal or headmaster, performing complex clerical work requiring independent judgment and utilizing current technology.

School Hours: 9:30am - 4:10pm

Please Note: The workday of all employees working in extended day schools shall begin fifteen (15) minutes prior to the beginning of the pupils school day and shall end no later than one (1) hour after the close of the school day (up to seven (7) hours and fifty-five (55) minutes inclusive of their break and lunch) unless the employees are excused earlier by their immediate supervisor.

Responsibilities

• Records Management and Confidentiality: Maintain and ensure the confidentiality of all student and teacher records, including academic transcripts, attendance, and general correspondence. This involves setting up and managing filing systems (paper and electronic), inputting and monitoring data, and conducting information searches.
• Communication and Correspondence: Manage all incoming and outgoing communications, including mail, email, and phone calls. This involves drafting, typing, and distributing correspondence, reports, meeting notes, newsletters, and promotional materials, as well as greeting visitors, answering inquiries, and directing calls to appropriate personnel.
• Financial and Procurement Support: Process requisitions, order and dispense supplies, maintain records of school funds.
• Payroll and Compensation: Prepares payroll accurately to ensure all staff are compensated appropriately, including payment to substitutes, submitting class coverage, submitting and tracking stipend payments, and preparing the Department Time Summary (DTS).
• Student and Staff Support: Assist with student registration and discharge, manage bus changes and transportation issues, and respond to inquiries from parents, teachers, and students. Provide support with HR procedures, such as leaves and accommodations.
• Office Operations and Technology: Operate and troubleshoot office equipment (e.g., fax machines, copiers, phone systems), coordinate the flow of information, and ensure an organized and clean office space. Learn and adapt to new office technologies as they emerge.
• Event and Project Coordination: Assist in the planning and coordination of school events, meetings, and special functions (e.g., luncheons, graduation ceremonies), including preparing event materials like flyers and invitations. Contribute to committee or team projects.
• Supervision and Training: Supervise other clerical staff, providing training and orientation to new team members, and assisting staff with computer usage.
• Building and Maintenance Support: Submit work orders and building permits, and create school signage.

Qualifications

• High School diploma or equivalent.
• Basic computer skills, including word processing and email.
• Successful completion of appropriate coursework.
• Good communication skills.

Terms

Terms: Guild, Grade 23E (Refer to the Salary Compensation section on the Career Site for more information on compensation.) The workday of all employees working in extended day schools shall begin fifteen (15) minutes prior to the beginning of the pupils school day and shall end no later than one (1) hour after the close of the school day (up to seven (7) hours and fifty-five (55) minutes inclusive of their break and lunch) unless the employees are excused earlier by their immediate supervisor. If there are two Guild members in a given extended day school, the most senior Guild member will work the extended day schedule. Employees working in schools shall work one (1) week after the close of school, but no later than July 3rd.

The Boston Public Schools, in accordance with its nondiscrimination policies, does not discriminate on the basis of race, color, age, criminal record, physical or mental disability, pregnancy or pregnancy-related conditions, homelessness, sex/gender, gender identity, religion, national origin, ancestry, sexual orientation, genetics, natural or protective hairstyle, military status, immigration status, English language proficiency, or any other factor prohibited by law in its programs and activities. BPS does not tolerate any form of retaliation, or bias-based intimidation, threat or harassment that demeans individuals dignity or interferes with their ability to work or learn. If you require an accommodation pursuant to the ADA for the application process, please contact the Accommodations Unit at accommodations@bostonpublicschools.org.

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