Job Description:

This responsible position requires the performance of a variety of complex secretarial and clerical work in a school location. You will play a key role in ensuring the integrity of student data , maintaining effective office procedures, and providing critical administrative support to the principal. This work is essential to the Phoenix Elementary School District #1 mission of Inspiring Every Child to Achieve, by supporting the foundational operations that ensure equity and excellence for all students. This position also includes the supervision of clerical staff.

 ESSENTIAL DUTIES AND RESPONSIBILITIES:     

• Maintain data entered into the student information software.
• Ensure the integrity of student data and all information related to the ADE’s SAIS system.
• Upload student information to the ADE and make necessary corrections to data related to ADM, ELL, SPED, etc..
• Edit time and attendance information for school employees and ensure accuracy for the school.
• Utilize district technologies appropriate to the position and attend district training as needed.
• Perform secretarial duties for the principal, as required.
• Maintain the master and principal's calendar.
• Transcribe and type correspondence, reports, etc., from rough draft, dictation equipment, or notes.
• Establish effective office procedures that enhance the efficiency of the school office.
• Prepare and/or delegate various reports and communications for the unit, as directed.
• Routinely and effectively schedule job assignments for subordinates and self for efficient office management.
• Keep accurate records of expenditures for the unit and maintain time slips.
• Greet visitors, answer phones, respond to inquiries, and accurately route messages.
• Accurately prepare state and district reports from raw data, including generating charts and graphs on the computer.
• Keep the administrator informed.
• Prepare accurate written communications, including letters, newsletters, and notices.
• Deal extensively with staff and the community.
• Supervise clerical staff.
• Perform other related duties as assigned. 

MINIMUM EDUCATION AND/OR EXPERIENCE:

·         High School diploma or GED

·         Minimum 3 years’ experience in general secretarial or clerical work. 

PREFERRED EDUCATION AND/OR EXPERIENCE:

·         Formal Secretarial training.

·         School office experience.

KNOWLEDGE, SKILLS AND ABILITIES:

Knowledge of:

• The ADE's SAIS program and all ADE reports related to ADM, ELL, SPED, etc..
• Department organization, methods, standards, and practices.
• Standard business practices/methods and procedures.
• All district requirements and School Board Policies.
• Office-related computer programs, including MS Word, Excel, Record keeping, and Desktop Publishing.

Skilled in:

• Using the District’s student information software.
• Using the District’s time and attendance software.
• Successfully passing a written secretarial test (score 90%).
• Typing at 60 w.p.m..
• Transcribing and typing correspondence, reports, etc., from rough draft/dictation equipment/notes at 65 wpm.
• Effective telephone technique.
• Computer and typing skills.
• Proficiency with Software, Word Perfect, Excel, SASI.

Ability to:

• Write reports, business correspondence, etc..
• Effectively present information and respond to questions from administrators, staff, and the general public.
• Work with mathematical concepts such as probability and statistical inference.
• Apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• Interface effectively with other departments, school personnel, other maintenance staff, and business contacts.
• Read, write, and speak Spanish (Bilingual Spanish/English preferred).
• Operate general office equipment (typewriter, computer, copy machine, and other business machines).
• Maintain confidentiality and possess unquestionable integrity.
• Work independently with minimal supervision.
• Understand and carry out complex oral and written instructions.
• Communicate effectively, orally and in writing.
• Prioritize multiple tasks, work under stress, meet deadlines, and take direction.
• Work with frequent interruptions.
• Establish and maintain an efficient filing system.
• Perform general operations which require the exercise of judgment.
• Solve practical problems and deal with a variety of concrete variables.
• Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.
• Accurately perform assigned tasks.
• Possess excellent oral and written communication skills and interpersonal relationship skills. 

Core Competencies:

-Accountability

-Analytical Thinking

-Concern for Order

-Planning Ahead

Phoenix #1 is committed to fostering an inclusive, supportive, and student-centered environment for both staff and families. Our school office teams play a vital role in creating a welcoming campus culture and ensuring smooth daily operations. We value the expertise, professionalism, and leadership our Office Managers bring to their schools, and we believe their contributions are essential to the success of our students and staff.

To learn more about our district, explore our competitive benefits, and submit your application, please visit phxschools.org.