Position Title

ADMINISTRATIVE SECRETARY

Primary Purpose

Under the general direction of an administrator, provides administrative, secretarial, and public relations support, fields inquiries, resolves routine procedural issues, handles correspondence and accounting responsibilities, and contributes to the smooth operation of the school and the social well-being of the Lincoln Public School community.  The Lincoln Public Schools serves students PreK through Grade 8.

Contractual

Relationship

Supervising Administrator:   Coordinators and Principals

Responsibilities

1. Provide administrative, secretarial and clerical support to an administrator and school/department.
2. Work with multiple databases, computer systems, and software to complete duties and responsibilities timely.
3. Distribute and track payroll time sheets for non-salaried faculty and staff.   Collect completed timesheets weekly or bi-weekly to meet payroll processing schedule.  Verify and process completed timesheets, seek appropriate authorization, and transmit payroll documents to the Business Office department.
4. May assist with purchase orders as needed, confirm receipt of materials and services, oversee distribution of supplies and materials; 
5. Assist with coordination of yearly supply “bid list” items;
6. Maintain all student cumulative files (registration, withdrawals, attendance, etc.) and transfer as required.
7. Prepare reports as needed based on student records and databases.
8. Generate report cards or progress reports and distribute them to staff and student files.
9. Maintain files on free and reduced lunch applications.
10. Prepare announcements and publications for parents, staff, students and community.  Coordinate Lincoln Public School activities with the local community (including public safety organizations) and provide public relations support.
11. Resolve routine issues and answer routine questions within scope of authority.
12. Perform other related duties as assigned.

Qualifications

1. High school graduate, some college preferred
2. Excellent computer skills, including proficiency with Microsoft Office, Google Suite, and other database & accounting systems.  MUNIS or similar financial application experience preferred. 
3. Strong organizational skills, including but not limited to establishing and maintaining electronic and paper filing management systems. 
4. Experience in school, municipal, non-profit settings, or relevant office management experience. 
5. Ability to interact effectively with staff, parents, and the public using a variety of customer service skills.  
6. Ability to lift 25 pounds. 
7. Understands and uses sound judgment and discretion with confidential matters of the department/building
8. Demonstrates strong quantitative, interpersonal, and written and oral communication skills.
9. Ability to establish and maintain efficiency and organized electronic or paper document management and filing systems 
10. Ability to work in a fast-paced environment, manage multiple tasks at once and handle frequent interruptions.
11. Demonstrate self-initiative and ability to work both independently and collaboratively
12. Ability to reflect on individual efficacy, receive feedback, and have a growth mindset for continual learning and improvement. 

Performance Review

Supervising administrator