Executive Assistant - M.D. Fox School - (N137-2425)

POSTING NUMBER:         N137-2425

POSTING DATE:                September 4, 2024

CLOSING DATE:                  September 17, 2024

POSITION:                        Executive Assistant

REPORTS TO:                   Principal

LOCATION:                       M.D. Fox School

PRIMARY FUNCTION: Performs administrative and secretarial duties of a confidential and responsible nature requiring broad knowledge of internal and district wide systems and procedures in a school environment.

TYPICAL DUTIES AND RESPONSIBILITIES:

·        Compose or transcribe from rough draft, correspondence, bulletins, memoranda and other material, using Microsoft Windows ‘97, Word, Excel, Outlook, PowerPoint and Internet Mail, as appropriate for the specific school.

·        Oversee maintenance of principal’s calendar of meetings and school events.

·        Arrange for substitute teacher coverage through automated call-in service. Monitor proper sign in procedures and assignment area.

·        Process payroll for staff.

·        Oversee the maintenance of all staff attendance cards and inputting of data into system on a weekly basis; process all Confidential Leave Forms; file records accordingly or delegates to staff member.

·        Oversee the monitoring of student attendance and input into system computer; maintain class size counts or delegate to staff member.

·        Monitor paraprofessional coverage in required classrooms; report findings to principal on a daily basis.

·        Oversee the development and/or maintenance of field trip logs; requests for approval, recording of activity, forwarding to appropriate departments.

·        Answer telephones to provide information or take message for principal.

·        Develop and/or maintain fire drill log.

·        Develop and/or maintain a monthly log of suspensions; notifying parents accordingly.

·        Review e-mail on a daily basis; distribute messages to appropriate staff.

·        Distribute paychecks.

·        Supervise the office assistant(s) and secretary(ies); provide training when necessary.

·        Perform other secretarial and/or administrative duties as required by the principal.

·        Attend computer training as requested during work hours to update skills.

SKILLS, KNOWLEDGE, QUALIFICATIONS AND EXPERIENCE:

·        Proficiency in the use of computer systems, i.e. Microsoft Word, Excel, Outlook, PowerPoint and Internet Mail or whatever is appropriate for the specific school.

·        Knowledge of routine clerical/secretarial practices and procedures.

·        Ability to prioritize work; make decisions in accordance with rules, regulations, and departmental policy and procedures.

·        Ability to establish and maintain effective relationships with students, parents, staff, and other personnel.

·        Ability to maintain a variety of clerical records in an organized and systematic form.

·        Ability to exercise tact and courtesy when dealing with the public.

·        Ability to present a professional appearance of oneself and exhibit professional office decorum.

·        Must be willing to attend training to update job skills as necessary.

·        Must be punctual and have a good attendance record.

·        Must possess a high school diploma or GED equivalency with at least three years of responsible clerical experience, preferably in a school environment.

·        Candidate must successfully complete testing requirements. Please contact the Office of Talent Management to schedule an appointment.

CERTIFICATION REQUIREMENTS:

Non-certified.

SALARY AND TERMS OF EMPLOYMENT:

Salary in accordance with Hartford Federation of School Secretaries, 2023-2024 Salary Grid (105-12) $44,431 - $59,601. Twelve-month work year.

UNION AFFILIATION:

The Hartford Federation of School Secretaries (HFSS)

APPLICATION PROCEDURE:  To be considered, all internal and external applicants must fully complete a Hartford Public Schools’ online application, which can be accessed through our Applicant Tracking System, Nimble, at https://app.hirenimble.com/jobs/hartford. Internal applicants should use a personal email address when applying. Please do not use your hartfordschools.org email.   Candidates’ application and supporting documents will be reviewed. Candidates who advance through the initial review will be notified and placed in the pool for consideration by hiring managers. Candidates will be contacted directly by hiring managers for interviews.