Secretary IV, Technology Services Department Head Secretary - Cheney School District
Cheney, WA 99004
About the Job
POSITION:
Department Head Secretary, Secretary IV
SCHEDULE:
8 hours per day; 7:00 a.m.-3:30 p.m. (start/end times may be adjusted based on department need); Monday-Friday; 260 days (year-round)
LOCATION:
Technology Services
SUPERVISOR:
Department Director(s)
POSITION TYPE:
Classified, Ongoing
COMPENSATION:
$21.61-$26.24/hour depending on comparable experience; Pay is annualized over 12 months (if hired after start of school year, spread over remaining months of fiscal year (Sept-Aug))
BENEFITS https://www.cheneysd.org/apps/pages/benefits :
Medical https://www.hca.wa.gov/assets/pebb/20-0046-sebb-medical-benefits-comparison-2023.pdf , dental https://www.hca.wa.gov/assets/pebb/20-0053-sebb-dental-benefits-comparison-2023.pdf , vision https://www.hca.wa.gov/assets/pebb/20-0054-sebb-vision-benefits-comparison-2023.pdf , and basic life and AD&D insurance https://www.hca.wa.gov/employee-retiree-benefits/school-employees/life-insurance ; retirement plan https://www.drs.wa.gov/life/new/ ; deferred compensation https://www.cheneysd.org/apps/pages/benefits (DRS https://www.drs.wa.gov/plan/dcp/ and TSA https://4.files.edl.io/1d32/12/08/22/215646-ea9af010-c79a-44a9-8367-e31ba4550e72.pdf ); paid holidays https://4.files.edl.io/376a/10/14/22/221413-20f5dfd6-02e4-4ad8-80db-cc92ea1ae506.pdf ; paid leave https://4.files.edl.io/acd9/11/09/21/050957-d834ab65-c129-4033-8c81-5fa331203c8b.pdf
QUALIFICATIONS:
Must have a high school diploma or equivalent; Type and/or keyboard accurately at 55 adjusted wpm*; Basic computer knowledge and skills, including Google Drive, MS Windows, Excel, Word, and Outlook*; Ability to use proper grammar and English in both oral and written communication, as well as the usage of correct spelling and basic arithmetic functions*; Washington state driver’s license; WSP/FBI criminal history background clearance
*Testing to be used to determine knowledge of pertinent skills
POSITION: Secretary IV, Department Head Secretary – Technology Services
GENERAL DESCRIPTION
The department head secretary coordinates work of office staff. Serves as administrative assistant to the department director(s) and is responsible for the smooth and efficient operation of the department. Acts as a liaison between director(s) and staff, students, parents/guardians, and the community, providing clear communications as directed by administration. Works collaboratively with all buildings and departments throughout the district.
DUTIES AND RESPONSIBILITIES
A secretary hired for this assignment may perform all or some of the responsibilities defined below.
Be thoroughly familiar with the operation of the department
Manage daily department operations
Greet visitors, staff, and students both in person and via phone, in a friendly and professional manner
Respond to questions and requests from staff, students, parents and supervisors in a positive and professional manner both in person and via phone providing a high level of customer service
Monitor department budget expenditures and reconcile accounts with district transaction reports
Maintain and update staff, substitutes, and student accounts in numerous databases
Provide software and online access support and assistance for users district-wide
Update and maintain all district website users and provide assistance with the district web page
Update and maintain district website as needed
Update and maintain district asset database
Research, purchase and distribute technology-related items for the district, with an understanding of technological terms and equipment
Process IT and print shop work orders. Track work order costs and billing charges through the business office.
Prepare state, school board, and other reports as required, coordinating with appropriate agencies
Maintain complete and accurate files for regulatory records
Schedule, prioritize, and complete print shop work orders
Facilitate print shop orders and operate printing equipment, including offset presses, plate maker, stitcher, folder, paper cutter, paper drill, padding press, collator, binding equipment, layout table
Facilitate the maintenance on all printing equipment including minor repair
Order department supplies, including bulk paper for district-wide use
Convert district forms to electronic and online formats
Greet and welcome substitutes daily, as applicable, providing direction and guidance. Process necessary substitute information daily. Perform sub-calling duties in cooperation with substitute coordinator when necessary. Coordinate department coverage if subs are not available.
Coordinate training of substitutes and support Human Resources in collection of new substitute and employee information/documentation
Edit, design, and distribute department newsletter/communications
Process credit card transactions, purchase orders and requests; track orders, receive shipments and submit forms for payment. Inventory and maintain department supplies.
Perform all clerical work as assigned by the director(s)
Train office staff and coordinate the office workload
Enter, compile and generate data for required reports upon request
Prepare, track, and submit payroll documentation
Establish and maintain electronic and manual filing systems, following state records retention guidelines
Distribute department/building keys and maintain accurate records
Arrange for distribution of incoming mail and community publicity items
Operate and ensure maintenance of office equipment, including copy machines, computers and printers
Update and maintain building website and calendars
May provide support for after-hours events as needed
Provide a high level of customer service
Professionally handle confidential information with integrity and discretion
Other duties as assigned
Each of the positions at the specific department serves as one unit of the whole team, and as such, is subject to assignment to tasks in other areas as directed within the classification.
KNOWLEDGE, SKILLS AND ABILITIES
Ability to independently make decisions that align with district policy and administrator expectations
Ability to organize and accomplish a variety of responsibilities independently with limited direction, often under stressful conditions and with regular interruptions
Maintain an attitude of helpfulness, flexibility, and professionalism, and provide excellent customer service to students, staff and public in a confidential and ethical manner
Ability to work collaboratively as part of the school office team and maintain positive relationships with students, parents, co-workers, and patrons
Ability to maintain confidentiality
Ability to supervise and interact with students in a positive and professional manner
Ability to remain calm in times of high stress
Possess clerical skills with solid technology background, including Google Drive, database management and Microsoft Office proficiency (Word, Excel, Outlook, and Publisher); proficiency with Skyward preferred
Demonstrate appropriate computer skills, including the ability to create and modify documents and to adapt to new technologies
Ability to operate standard office equipment
Respect confidential nature of student information and avoid sharing of information regarding students
Must have knowledge of, or demonstrated ability to, learn district-approved record keeping and reporting systems
Demonstrated ability to work with people in a positive manner
Must demonstrate effective organizational skills and demonstrate ability to effectively meet timelines
MENTAL DEMANDS
Required to work independently, often under stressful conditions with frequent interruptions
Required to work with a wide range of vendor, staff, student, and public behaviors and needs in a positive and service-oriented manner
May experience shifts in work schedule according to district needs
May occasionally deal with distraught or difficult students, staff and/or members of the public
PHYSICAL DEMANDS
Ability to lift up to 45 pounds
Amount of sitting, standing and walking may vary depending on assignments. Generally, the job requires 60% sitting, 20% walking, and 20% standing.
The usual and customary methods of performing the job's functions require the following physical demands: the employee frequently will stand and walk and use hands for repetitive grasping and significant fine finger dexterity. The employee is frequently required to sit, bend at neck and back, use hands to push/pull and lift/carry; squat, kneel, climb stairs or ladders, reach overhead, lift overhead, and knee stand.
REQUIRED QUALIFICATIONS
Must have a high school diploma or equivalent
Minimum of two years office management training and/or and related work experience required
Type and/or keyboard accurately at 55 adjusted wpm*
Basic computer knowledge and skills, including Google Drive, MS Windows, Excel, Word, and Outlook*
Ability to use proper grammar and English in both oral and written communication, as well as the usage of correct spelling and basic arithmetic functions*
Cash register and ten-key competency in speed and accuracy preferred
Bookkeeping experience preferred
*Testing to be used to determine knowledge of pertinent skills
TERMS OF EMPLOYMENT
Secretarial Classification on Public School Employees of Cheney Salary Schedule
Year-round position; 8 hours per day
CLEARANCES
WSP/FBI criminal history background clearance
EVALUATION
The employee shall be evaluated per the terms of the Public School Employees (PSE) Collective Bargaining Agreement by the building principal, department director, or designee. The process shall include an evaluation of the employee’s performance of the above Duties and Responsibilities and Knowledge, Skills and Abilities.
CONTINUING EDUCATION/TRAINING
Must complete school safety training within thirty (30) calendar days from hire date and annually thereafter
Must acquire and maintain CPR/First Aid card within sixty (60) calendar days from hire date and as scheduled thereafter
Attend designated trainings as specified by supervisor and/or department director in order to maintain knowledge/skills
HISTORY
Job description and format updated: January 2022
CLASSIFICATION:
Secretarial/Clerical
LOCATION:
Technology Services
REPORTING
RELATIONSHIPS:
Position is supervised and evaluated by the building principal(s)
COMPENSATION:
Placement on the PSEC Salary Schedule
REPRESENTATION:
Public School Employees of Cheney (PSEC) a local chapter of Public School Employees Union (PSE) SEIU Local 1948
Cheney Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, economic status, pregnancy, familial status, marital status, disability, or the use of a trained guide dog or service animal, and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions: Title IX/Chapter 28A.640 Officer/Civil Rights Compliance Coordinator/ADA Coordinator - Tom Arlt, Assistant Superintendent, Cheney School District, 12414 S. Andrus Rd. Cheney, WA 99004 Phone: (509) 559-4550; Section 504 Coordinator - Franklin Day, Director of Student Support Services, Cheney School District, 12414 S. Andrus Rd., Cheney, WA 99004 Phone: (509) 559-4507.
EQUAL OPPORTUNITY EMPLOYER
Department Head Secretary, Secretary IV
SCHEDULE:
8 hours per day; 7:00 a.m.-3:30 p.m. (start/end times may be adjusted based on department need); Monday-Friday; 260 days (year-round)
LOCATION:
Technology Services
SUPERVISOR:
Department Director(s)
POSITION TYPE:
Classified, Ongoing
COMPENSATION:
$21.61-$26.24/hour depending on comparable experience; Pay is annualized over 12 months (if hired after start of school year, spread over remaining months of fiscal year (Sept-Aug))
BENEFITS https://www.cheneysd.org/apps/pages/benefits :
Medical https://www.hca.wa.gov/assets/pebb/20-0046-sebb-medical-benefits-comparison-2023.pdf , dental https://www.hca.wa.gov/assets/pebb/20-0053-sebb-dental-benefits-comparison-2023.pdf , vision https://www.hca.wa.gov/assets/pebb/20-0054-sebb-vision-benefits-comparison-2023.pdf , and basic life and AD&D insurance https://www.hca.wa.gov/employee-retiree-benefits/school-employees/life-insurance ; retirement plan https://www.drs.wa.gov/life/new/ ; deferred compensation https://www.cheneysd.org/apps/pages/benefits (DRS https://www.drs.wa.gov/plan/dcp/ and TSA https://4.files.edl.io/1d32/12/08/22/215646-ea9af010-c79a-44a9-8367-e31ba4550e72.pdf ); paid holidays https://4.files.edl.io/376a/10/14/22/221413-20f5dfd6-02e4-4ad8-80db-cc92ea1ae506.pdf ; paid leave https://4.files.edl.io/acd9/11/09/21/050957-d834ab65-c129-4033-8c81-5fa331203c8b.pdf
QUALIFICATIONS:
Must have a high school diploma or equivalent; Type and/or keyboard accurately at 55 adjusted wpm*; Basic computer knowledge and skills, including Google Drive, MS Windows, Excel, Word, and Outlook*; Ability to use proper grammar and English in both oral and written communication, as well as the usage of correct spelling and basic arithmetic functions*; Washington state driver’s license; WSP/FBI criminal history background clearance
*Testing to be used to determine knowledge of pertinent skills
POSITION: Secretary IV, Department Head Secretary – Technology Services
GENERAL DESCRIPTION
The department head secretary coordinates work of office staff. Serves as administrative assistant to the department director(s) and is responsible for the smooth and efficient operation of the department. Acts as a liaison between director(s) and staff, students, parents/guardians, and the community, providing clear communications as directed by administration. Works collaboratively with all buildings and departments throughout the district.
DUTIES AND RESPONSIBILITIES
A secretary hired for this assignment may perform all or some of the responsibilities defined below.
Be thoroughly familiar with the operation of the department
Manage daily department operations
Greet visitors, staff, and students both in person and via phone, in a friendly and professional manner
Respond to questions and requests from staff, students, parents and supervisors in a positive and professional manner both in person and via phone providing a high level of customer service
Monitor department budget expenditures and reconcile accounts with district transaction reports
Maintain and update staff, substitutes, and student accounts in numerous databases
Provide software and online access support and assistance for users district-wide
Update and maintain all district website users and provide assistance with the district web page
Update and maintain district website as needed
Update and maintain district asset database
Research, purchase and distribute technology-related items for the district, with an understanding of technological terms and equipment
Process IT and print shop work orders. Track work order costs and billing charges through the business office.
Prepare state, school board, and other reports as required, coordinating with appropriate agencies
Maintain complete and accurate files for regulatory records
Schedule, prioritize, and complete print shop work orders
Facilitate print shop orders and operate printing equipment, including offset presses, plate maker, stitcher, folder, paper cutter, paper drill, padding press, collator, binding equipment, layout table
Facilitate the maintenance on all printing equipment including minor repair
Order department supplies, including bulk paper for district-wide use
Convert district forms to electronic and online formats
Greet and welcome substitutes daily, as applicable, providing direction and guidance. Process necessary substitute information daily. Perform sub-calling duties in cooperation with substitute coordinator when necessary. Coordinate department coverage if subs are not available.
Coordinate training of substitutes and support Human Resources in collection of new substitute and employee information/documentation
Edit, design, and distribute department newsletter/communications
Process credit card transactions, purchase orders and requests; track orders, receive shipments and submit forms for payment. Inventory and maintain department supplies.
Perform all clerical work as assigned by the director(s)
Train office staff and coordinate the office workload
Enter, compile and generate data for required reports upon request
Prepare, track, and submit payroll documentation
Establish and maintain electronic and manual filing systems, following state records retention guidelines
Distribute department/building keys and maintain accurate records
Arrange for distribution of incoming mail and community publicity items
Operate and ensure maintenance of office equipment, including copy machines, computers and printers
Update and maintain building website and calendars
May provide support for after-hours events as needed
Provide a high level of customer service
Professionally handle confidential information with integrity and discretion
Other duties as assigned
Each of the positions at the specific department serves as one unit of the whole team, and as such, is subject to assignment to tasks in other areas as directed within the classification.
KNOWLEDGE, SKILLS AND ABILITIES
Ability to independently make decisions that align with district policy and administrator expectations
Ability to organize and accomplish a variety of responsibilities independently with limited direction, often under stressful conditions and with regular interruptions
Maintain an attitude of helpfulness, flexibility, and professionalism, and provide excellent customer service to students, staff and public in a confidential and ethical manner
Ability to work collaboratively as part of the school office team and maintain positive relationships with students, parents, co-workers, and patrons
Ability to maintain confidentiality
Ability to supervise and interact with students in a positive and professional manner
Ability to remain calm in times of high stress
Possess clerical skills with solid technology background, including Google Drive, database management and Microsoft Office proficiency (Word, Excel, Outlook, and Publisher); proficiency with Skyward preferred
Demonstrate appropriate computer skills, including the ability to create and modify documents and to adapt to new technologies
Ability to operate standard office equipment
Respect confidential nature of student information and avoid sharing of information regarding students
Must have knowledge of, or demonstrated ability to, learn district-approved record keeping and reporting systems
Demonstrated ability to work with people in a positive manner
Must demonstrate effective organizational skills and demonstrate ability to effectively meet timelines
MENTAL DEMANDS
Required to work independently, often under stressful conditions with frequent interruptions
Required to work with a wide range of vendor, staff, student, and public behaviors and needs in a positive and service-oriented manner
May experience shifts in work schedule according to district needs
May occasionally deal with distraught or difficult students, staff and/or members of the public
PHYSICAL DEMANDS
Ability to lift up to 45 pounds
Amount of sitting, standing and walking may vary depending on assignments. Generally, the job requires 60% sitting, 20% walking, and 20% standing.
The usual and customary methods of performing the job's functions require the following physical demands: the employee frequently will stand and walk and use hands for repetitive grasping and significant fine finger dexterity. The employee is frequently required to sit, bend at neck and back, use hands to push/pull and lift/carry; squat, kneel, climb stairs or ladders, reach overhead, lift overhead, and knee stand.
REQUIRED QUALIFICATIONS
Must have a high school diploma or equivalent
Minimum of two years office management training and/or and related work experience required
Type and/or keyboard accurately at 55 adjusted wpm*
Basic computer knowledge and skills, including Google Drive, MS Windows, Excel, Word, and Outlook*
Ability to use proper grammar and English in both oral and written communication, as well as the usage of correct spelling and basic arithmetic functions*
Cash register and ten-key competency in speed and accuracy preferred
Bookkeeping experience preferred
*Testing to be used to determine knowledge of pertinent skills
TERMS OF EMPLOYMENT
Secretarial Classification on Public School Employees of Cheney Salary Schedule
Year-round position; 8 hours per day
CLEARANCES
WSP/FBI criminal history background clearance
EVALUATION
The employee shall be evaluated per the terms of the Public School Employees (PSE) Collective Bargaining Agreement by the building principal, department director, or designee. The process shall include an evaluation of the employee’s performance of the above Duties and Responsibilities and Knowledge, Skills and Abilities.
CONTINUING EDUCATION/TRAINING
Must complete school safety training within thirty (30) calendar days from hire date and annually thereafter
Must acquire and maintain CPR/First Aid card within sixty (60) calendar days from hire date and as scheduled thereafter
Attend designated trainings as specified by supervisor and/or department director in order to maintain knowledge/skills
HISTORY
Job description and format updated: January 2022
CLASSIFICATION:
Secretarial/Clerical
LOCATION:
Technology Services
REPORTING
RELATIONSHIPS:
Position is supervised and evaluated by the building principal(s)
COMPENSATION:
Placement on the PSEC Salary Schedule
REPRESENTATION:
Public School Employees of Cheney (PSEC) a local chapter of Public School Employees Union (PSE) SEIU Local 1948
Cheney Public Schools does not discriminate in any programs or activities on the basis of sex, race, creed, religion, color, national origin, age, veteran or military status, sexual orientation, gender expression or identity, economic status, pregnancy, familial status, marital status, disability, or the use of a trained guide dog or service animal, and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions: Title IX/Chapter 28A.640 Officer/Civil Rights Compliance Coordinator/ADA Coordinator - Tom Arlt, Assistant Superintendent, Cheney School District, 12414 S. Andrus Rd. Cheney, WA 99004 Phone: (509) 559-4550; Section 504 Coordinator - Franklin Day, Director of Student Support Services, Cheney School District, 12414 S. Andrus Rd., Cheney, WA 99004 Phone: (509) 559-4507.
EQUAL OPPORTUNITY EMPLOYER
Source : Cheney School District
