Secretary II-Office of Student Services

MINIMUM QUALIFICATIONS:

• High School Graduate or equivalent.
• Knowledge of and ability to demonstrate basic business-related skills.
• Computer literate with ability to successfully work with all District operating systems, including but not limited to various Microsoft applications such as Word, Excel and Publisher.
• Ability to organize and prioritize tasks in order to effectively work within timeline.
• Clerical experience beyond minimum required.
• Ability to perform duties requiring strictest confidentiality.
• Excellent communication skills and ability to work cooperatively with other personnel.
• Ability to lift boxes of materials up to 50 lbs. on a regular basis.
• Willing to cross-train with other positions.

ADDITIONAL PREFERED QUALIFICATIONS:

• Bachelor Degree, Associate degree or academic hours completed beyond high school
• Experience gained in any unit of the school system.

SUPERVISION RECEIVED:

Explicit oral and written instructions received from Supervisor or designee for carrying out the operations to be performed.

DUTIES:

• Greet visitors while interacting with the public in the Department and Board of Education office.
• Receive incoming telephone calls to the Board of Education office, offering assistance and forwarding, as appropriate, to the correct destination.
• Student Records: Assist with recording and maintaining students’ information such as transfer, withdrawal, address change, open enrollment, tuition, provide accurate information to Data processing department to correct information on EMIS, and provide student information to various public agencies.
• Maintain permanent depository of school records and supply transcripts of same upon receipt of signed release.
• Issue, file, track all age and schooling certificates (work permits) in accordance with laws and regulations. Keep updated spreadsheet information.
• Coordinate with Secretary E-Registration at Warren G. Harding High School to provide Bureau of Motor Vehicles with list of students who have withdrawn from school. Contact BMV, and type drivers’ licenses revoked form of full-time work permits for students not attending classes. Compile annual report.
• Register all students and transfer students grades K-8 monitoring enrollment in compliance w/established school district boundaries and with regard to legal custody.
• Upon receipt, file suspension forms from all schools accordingly.
• File withdrawn student folders and paperwork as they are received.
• Prepare student records for verification of scanned disk to alphabet list. Purge/shred old records of students after scanning.
• Type/send both Intra-District and Inter-District Open Enrollment forms. Run report on Open Enrollment and correct any EMIS errors.
• Maintain open enrollment records, application status, and notifications to families, buildings and other school districts.

• Maintain database of all juvenile/adult cases filed in court and files on juvenile charges, adult charges, daytime curfew offenders, arrests, summons, and protection orders.
• Prepare and send to kindergarten parents, written communication identifying any missing records from kindergarten registration.
• Manage kindergarten registration status, numbers, and procedures. Keep Student Services, Administration or buildings apprised of registration status.
• Perform duties as requested by supervisor such as typing letters/reports, opening mail, etc., and assist secretaries with attendance or student problems. Cross-train with other secretary in Student Services.

• Mailroom:

• Assume responsibility for effective operation of the Mailroom in the Administration Building that includes ensuring equipment is in proper operating condition (call out of machines repair person as needed) with adequate supplies and paper for all machines.
• Responsible for all bulk mailings including preparing envelopes and getting mail to the post office.
• Process all incoming and outgoing U.S. mail and interoffice mail.
• Responsible for taking mail to the post office at the end of the work day.
• Work with Business Office to coordinate purchase orders for supplies and postage.
• Order Clerk:
  • After the Treasurer approves purchase orders, print, separate, distribute and file all purchase order copies.

• Abide by the rules, regulations, policies and procedures of the Warren City School District Board of Education.
• Perform other relevant duties as may be assigned by Superintendent, Associate Superintendent and/or his/her designee.

SALARY: Salary Table E, Pay Range V, 260-262 day (52 week) Contract. Salary per negotiated union contract.

Employment upon verification of BCI & FBI background checks, and all other pre-employment requirements are met.

PROCEDURE FOR MAKING APPLICATION:

Current Warren City School Staff: Please send cover letter and resume to the Warren City School District, Office of Human Resources, Attention: Debbie Ball, 105 High Street, N.E., Warren, OH 44481, or via email at debbie.ball@warrencityschools.org, by the closing date indicated above.

External Candidates: Please apply using AppliTrack system through the link attached to this posting or by visiting the Warren City School District website at http://www.warrencityschools.org, click on "Job Opprotunities", then "Apply" next to appropriate Job ID 659 or "Start an application for employment". Once your application is complete and submitted, you will receive a confirmation number.