JOB DESCRIPTION

Puyallup School District

PAEOPLevel IV

Secretary to the Directors of Instructional Leadership

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Purpose Statement:

The purpose of this position is to provide a wide variety of secretarial support to the Instruction, Learning, Curriculum, and Assessment Department. This position acts as a liaison between the Directors of Instructional Leadership and teachers, district administrators, parents, the public and the School Board; answers phones; generates reports; types correspondence; maintains district website entry, maintains files, manages multiple budgets.

Specific Assigned Areas of Focus:

This position will provide support for selected areas within the Instruction, Learning, Curriculum, and Assessment Department such as: Math, Science, English, World Language, Literacy (includes Social Studies), Master Schedule, English Language Learner (ELL), Title VII Indian Education, Advancement Via Individual Determination (AVID), Highly Capable Programs, The Arts, Karshner Center, Native American Graves Protection Act (NAGPRA), Instructional Materials, Textbook Media Center (TMC) Backup, Early Learning.

Essential Functions:

This list of essential functions is not exhaustive and may be supplemented as necessary.

  • Collaborates with office personnel to support the completion of department projects
  • Communicates information from the Directors of Instructional Leadership to district staff, parents, and community members on District curriculum, activities, policies, procedures, data assessment, and assigned areas of focus
  • Compiles information and/or data for various reports or meetings including the School Board, department chairs, and other assigned areas of focus
  • Composes confidential and public documents for the purpose of conveying information regarding school and/or district activities and procedures to district personnel, the public, state officials and the School Board
  • Coordinates professional development activities such as set up, refreshments, agendas, etc.
  • Creates and maintains purchase orders to coordinate, organize, and order supplies for the department and assigned areas of focus
  • Creates and maintains filing system for Directors of Instructional Leadership and department
  • Develops and maintains the Department’s web-based curriculum documents and assessment resources
  • Inputs and manages data on various databases and spreadsheets to create charts, reports, and brochures
  • Manages budgets and maintains database/files for providing up-to-date references and paperwork for audit trail while ensuring compliance with state and federal financial requirements
  • Manages the calendar and schedules appointment for the Directors of Instructional Leadership
  • Processes Prior Approvals for assigned areas of focus (e.g. travel arrangements, substitute coverage, travel expenditures, etc.)
  • Provides support for task force and committee work by preparing, attending, and recoding information including necessary follow up communication to all participants
  • Schedules meetings, activities, and events to ensure that all arrangements are made and participants are notified
  • Schedules appropriate student testing, compiles student data for analysis and communicate test results and placement decisions with parents, teachers, and office staff as directed by the Directors of Instructional Leadership
  • Performs other related duties as assigned by the Directors of Instructional Leadership

Other Job Functions:

  • Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities
  • Sorts and prioritizes mail for the Directors of Instructional Leadership
  • Performs other related duties as assigned

Required Knowledge, Skills and Abilities:

Ability to communicate with staff and the public using effective verbal and written communications skills

Ability to create and maintain complex organization systems, set up and maintain accurate file system

Ability to demonstrate initiative and teamwork

Ability to demonstrate interest in continuous learning and improvement

Ability to establish and maintain positive, effective working relationships

Ability to maintain a high degree of accuracy

Ability to maintain confidentiality

Ability to work effectively under pressure with considerable interruptions

Knowledge of software applications, including database, spreadsheets, and word processing

Knowledge of general office machines and secretarial procedures

Knowledge of correct grammar, spelling, and punctuation

Knowledge of basic budgeting and bookkeeping

Ability to work independently with minimal supervision and meet deadlines

Ability to organize and set priorities, attend to detail and follow tasks through to completion

Education and Experience:

High school graduation or equivalent required and three years of prior job related experience with increasing levels of responsibility. Must pass district’s clerical testing, with additional testing upon interview.

Reporting and Evaluation Responsibilities:

Reports to Directors of Instructional Leadership

Licenses/Special Requirements:

None

Working Conditions:

Office job; working under limited supervision using standardized practices and/or methods; leading, guiding and/or coordinating others; requires visual and mental concentration on high volume of detail; requires prolonged exposure to visual display terminal; computer operation requires dexterity and precision; required to sit for long periods of time; experiences frequent interruptions and inflexible deadlines; occasionally required to deal with distraught, frustrated and angry people as well as be available at all times to the district office managers and administrators.