Draft Parkway Secretary Model - Parkway C-2
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Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010 Secretarial Salary Schedule Model Navigation Day 61 – end of Orientation Days 1 – 60 Phase I Years 2 – 4 Phase II Years 5 – 10 Phase III First Year Phase I Channel 1 Channel 2 Confidential Channel 3 Range Years 11+ Phase IV Secretarial Salary Schedule Model Select a Channel Channel 1 Channel 2 • Staff Secretary • Print Secretary • Health Assistant • Confidential Executive Secretary • Assistant to the Controller • Benefits Specialist • Payroll Accountant • Confidential Benefits Specialist • Confidential Specialist • Core Data Specialist • Payroll Specialist • Substitute Caller • Confidential Secretary • Human Resources Specialist Confidential Range Back to Development Model • School Secretary • Registrar • Accounting Clerk • School Accounts Secretary • Central Office Secretary • Dispatcher (Transportation) • Field Trip Dispatcher • Library Materials Cataloger Assistant • Library Materials Processor • Principal’s Secretary • Administrative Secretary • Purchasing/Accounting Specialist • Accounts Payable Specialist Channel 3 Channel 1 Channel 1 Phase I Phase II - IV Channel 2 Confidential Channel 3 Range Job Descriptions Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Staff Secretary Pay Channel Chart Performance Appraisal Support Staff Standards Home Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Print Secretary Health Assistant Staff Secretary Job Description ___________________________________________________________________ JOB TITLE: Staff Secretary LOCATION: School REPORTS TO: School Administrator Page 2 Staff Secretary FLSA STATUS: Non-Exempt SALARY GRADE: Sec Channel 1 REVIEW DATE: April 2008 ________________________________________________________________________ QUALIFICATION REQUIREMENTS POSITION SUMMARY • Perform standard office duties involving word processing, database, and spreadsheets for school departments, subject areas and/or grade levels under the direction of School Principal. Various responsibilities may be determined by school level and/or department (i.e. print room or library). SPHERE AND SCOPE OF INFLUENCE Position has school and community wide impact. Daily contacts include students, teachers and parents. Perform word-processing. Create databases. Perform receptionist duties. Interact with staff, students and community as required. Complete forms. Sort/distribute mail. Duplicate materials. Laminate materials. Maintain department records. Facilitate department ordering. Assume print room responsibilities. Assume library assistance responsibilities. Handle correspondence related to specific department responsibility. Maintain regular attendance. • MARGINAL DUTIES • • • • • • • • Coordinate technology/AV equipment usage. Utilize DRA and Panda Technology Systems. Assist certificated staff members in supervising students. Assist with annual inventory, if applicable. Create displays. Assist in awards program. Support field trip preparation. Perform other duties as assigned. PHYSICAL DEMANDS • • • Standing, Sitting, Reaching, Grasping. Ability to lift an average of 30 pounds by hand. Mobility to move in and around the building. MENTAL DEMANDS ESSENTIAL DUTIES • • • • • • • • • • • • • • • High school education with a working knowledge of personal computer and computer software. Previous experience in standard office procedures involving word processing, database, and spreadsheets. • • Ability to communicate clearly both verbally and in writing. Ability to read, learn and respond to a variety of subjects related to the function of district operations. ENVIRONMENTAL CONDITIONS • Back to Channel 1 Typical office conditions: Protection from weather conditions, but not necessarily from temperature changes. Worker not exposed substantially to adverse environmental conditions. Home Print Secretary Job Description Back to Channel 1 Home Health Assistant Job Description Back to Channel 1 Home Performance Appraisal New employees receive a performance appraisal around 60 days of employment. All employees receive a written performance appraisal each year in the spring that is turned into Human Resources by May 1. Each secretary has a wealth of knowledge and understanding of his/her role and how he/she supports the district mission. The performance appraisal/annual evaluation is an opportunity to build on his/her expertise and make a meaningful contribution to Parkway as a world class learning institution. Click here for the Performance Appraisal For Office Support Staff: http://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdf Please see links below for more information regarding evaluation criteria: Technology Competencies – (I Can) Proficiency Statements Office Support Performance Appraisal Rubric Back to Channel 1 Home Support Staff Standards Channel 1 Channel 1 Phase I Phase II - IV Channel 2 Confidential Channel 3 Range Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Phase I Orientation Department/Building Human Resources Within First Week Within 3 Weeks Communication/ Technology Basics (Within first 60 days) Navigation Required Training Course Guide Back to Channel 1 Resources Home New Employee Days 40 - 60 Channel 1 Channel 1 Phase I Phase II - IV Channel 2 Confidential Channel 3 Range Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Phase II – IV* Required Training Course Guide Resources Communication/ Professional Technology Organizations & Basics Certifications *Phase II Serve on Department/Building Committee *Phase III - IV Serve on District Committee Back to Channel 1 Home Communication/Technology Basics Starting January 2011 (Within first 60 days) New Employee Communication Computer Skills •Math & English • Basic test on Hiring or • manager can waive the requirement •Alert Now • Basic Computer Skills ** •Novell & Websites • Internal • External • Required District Training • GroupWise • WorkForce • PEERS • By Position Job Specific ** Basic computer skills including Basic Keyboarding Skills Back to Phase I Home Communication/Technology Basics Starting January 2011 Current Employee • Math & English • AlertNow Communication Computer Skills • Basic Computer Skills** • Novell & Websites • Internal • External • Required District Training • GroupWise • WorkForce • PEERS • By Position Job Specific **Current employees can test out of Communication/ Technology Literacy or can attend class/take assessment within 18 months Back to Phase II Home Course Guide – Suggested Classes GroupWise • Folders • Calendar • Attachments • Format •Forward/Retract •Spell Check •Email Etiquette Learning Module Telephone Etiquette • Greeting • Questions/Inquiries • Problem solving • Customer Service • Telephone Customer Service Infinite Campus • Student Information • Parent Portal • Copy and collate • Scan documents • Remote print • Toshiba Copier Information Moodle • How to start a Moodle account Toshiba Copiers Telephone Use • District Telephone Use CPR & First Aid • Health Services & Workshop Dates Business Writing Electronic Newsletters Customer Service PEERS • TBA • Under Construction • View Staff Development Profile • Register for workshops and classes Click here to go to PEERS to view and register for classes • Grammar •Letters •Newsletters Back to Phase I Back to Phase II Home Resources Microsoft Office Online Tutorials Parkway YouTube Tutorials Support Staff Website Technology Website Toshiba Copiers Computer Support Telephone Support District Conference Tuition Reimbursement (after one year of employment) Community School Administrative Professional Publications Gregg Manual Back to Phase I Back to Phase II Home Secretarial Certifications/Professional Organizations SLCAEOP (St. Louis County Association of Educational Office Professionals.) Attn: Carol D. McCauley SLCAEOP Membership Chair Normandy School District 3855 Lucas & Hunt Road St. Louis, MO 63121 MAEOP (Missouri Association of Educational Office Professionals) Attn: Becky O’Riley Waynesville R-VI Schools 100 Lincoln Lane Waynesville, MO 65583 MOS certification (Microsoft Office Specialist- formerly MOUS Microsoft Office User Specialist) To demonstrate proficiency in the use of the Microsoft Office Products: Word, Excel, PowerPoint, Outlook, Access and Project. There are three levels: MOS Specialist, MOS Expert and MOS Master. http:// www.microsoft.com/learning/en/us/certification/mbc.aspx The International Association of Administrative Professionals offers two certifications: Certified Professional Secretary (CPS) Certified Administrative Professional (CAP) Must submit application with fees Click below for more information: http://www.iaap-hq.org Back to Phase II Home Channel 2 Phase I Channel 2 Phase II - IV Channel 1 Confidential Channel 3 Range Job Descriptions Pay Channel Chart Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ School Secretary Registrar Accounting Clerk School Accounts Secretary Central Office Secretary Dispatcher (Transportation) Field Trip Dispatcher Library Materials Cataloger Assistant Library Materials Processor Performance Appraisal Support Staff Standards Home School Secretary Job Description _______________________________________________________________ JOB TITLE: School Secretary/Registrar LOCATION: School REPORTS TO: School Administrator Page 2 School Secretary/Registrar FLSA STATUS: Non-Exempt SALARY GRADE: Sec Channel 2 _______________________________________________________________ POSITION SUMMARY Perform standard office duties involving word processing, database, and spreadsheets under the direction of School Principal. Manage student records and perform registrar responsibilities in accordance with state and District guidelines. Prepare invoices for payment using District purchase order system and perform other budget and accounting functions. • • • • • • • Handle petty cash/postage. Complete periodic and annual reports/applications. Maintain regular attendance. Prepare for special events (i.e. assist in awards program, performances, etc.). Register voters. Assume backup for Principal’s Secretary. Perform other duties as assigned. SUPERVISORY RESPONSIBILITIES No supervisory responsibilities. SPHERE AND SCOPE OF INFLUENCE QUALIFICATION REQUIREMENTS Position has school and community wide impact. Daily contacts include students, teachers and parents. ESSENTIAL DUTIES • Maintain student attendance/records. • Manage all forms of student record keeping and reporting. • Generate progress reports/report cards. • Record grade changes and test scores. • Support coordination of student class schedules. • Process registration/withdrawal of students. • Issue work permits/college information. • Maintain budget records for school/departments. • Process purchase order requisitions/orders for payment. • Maintain master calendar. • Perform receptionist duties. • Manage inventory/supplies. • Coordinate discipline records/communications. • Coordinate bus assignments; VST/Parkway. • Submit and track work orders. • Report emergency repairs. • Maintains regular attendance. High school education with a working knowledge of personal computer and computer software. Previous experience in standard office procedures involving word processing, database, and spreadsheets. PHYSICAL DEMANDS • • • Standing, Sitting, Reaching, Grasping Ability to lift an average of 30 pounds by hand. Mobility to move in and around the building. MENTAL DEMANDS • • Ability to communicate clearly both verbally and in writing. Ability to read, learn and respond to a variety of subjects related to the function of District operations. ENVIRONMENTAL CONDITIONS • MARGINAL DUTIES • Assist in field trip preparation. • Manage Use of Premises. • Communicate transportation information and issue bus passes. • Document student early departures/late arrivals. • Submit printing requests. • Distribute and record building key assignments Back to Channel 2 Typical office conditions: Protection from weather conditions, but not necessarily from temperature changes. Worker not exposed substantially to adverse environmental conditions. Home Registrar Job Description Back to Channel 2 Home Accounting Clerk Job Description Back to Channel 2 Home School Accounts Secretary Job Description Back to Channel 2 Home Central Office Job Description Back to Channel 2 Home Dispatcher Job Description Back to Channel 2 Home Field Trip Dispatcher Job Description Back to Channel 2 Home Library Materials Cataloger Assistant Job Description Back to Channel 2 Home Library Materials Processor Job Description Back to Channel 2 Home Performance Appraisal New employees receive a performance appraisal around 60 days of employment. All employees receive a written performance appraisal each year in the spring that is turned into Human Resources by May 1. Each secretary has a wealth of knowledge and understanding of his/her role and how he/she supports the district mission. The performance appraisal/annual evaluation is an opportunity to build on his/her expertise and make a meaningful contribution to Parkway as a world class learning institution. Click here for the Performance Appraisal For Office Support Staff: http://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdf Please see links below for more information regarding evaluation criteria: Technology Competencies – (I Can) Proficiency Statements Office Support Performance Appraisal Rubric Back to Channel 2 Home Support Staff Standards Channel 2 Phase I Channel 2 Phase II - IV Channel 1 Confidential Channel 3 Range Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Phase I Orientation Department/Building Human Resources Within First Week Within 3 Weeks Communication/ Technology Basics (Within first 60 days) Navigation Required Training Course Guide Back to Channel 2 Resources Home New Employee Days 40 - 60 Channel 2 Phase I Channel 2 Phase II - IV Channel 1 Confidential Channel 3 Range Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Phase II – IV* Required Training Course Guide Resources Communication/ Technology Basics *Phase II Serve on Department/Building Committee *Phase III - IV Serve on District Committee Back to Channel 2 Home Financial Professional Organizations Secretarial Professional Organizations & Certifications Communication/Technology Basics Starting January 2011 (Within first 60 days) New Employee Communication Computer Skills •Math & English • Basic test on Hiring or • manager can waive the requirement •Alert Now • Basic Computer Skills ** •Novell & Websites • Internal • External • Required District Training • GroupWise • WorkForce • PEERS • By Position Job Specific ** Basic computer skills including Basic Keyboarding Skills Back to Phase I Home Communication/Technology Basics Starting January 2011 Current Employee • Math & English • AlertNow Communication Computer Skills • Basic Computer Skills** • Novell & Websites • Internal • External • Required District Training • GroupWise • WorkForce • PEERS • By Position Job Specific **Current employees can test out of Communication/ Technology Literacy or can attend class/take assessment within 18 months Back to Phase II Home Course Guide – Suggested Classes GroupWise • Folders • Calendar • Attachments • Format •Forward/Retract •Spell Check •Email Etiquette Learning Module Telephone Etiquette • Greeting • Questions/Inquiries • Problem solving • Customer Service • Telephone Customer Service Infinite Campus • Student Information • Parent Portal • Copy and collate • Scan documents • Remote print • Toshiba Copier Information Moodle • How to start a Moodle account Toshiba Copiers Telephone Use • District Telephone Use CPR & First Aid • Health Services & Workshop Dates Business Writing Electronic Newsletters Customer Service PEERS • TBA • Under Construction • View Staff Development Profile • Register for workshops and classes Click here to go to PEERS to view and register for classes • Grammar •Letters •Newsletters Back to Phase I Back to Phase II Home Resources Microsoft Office Online Tutorials Parkway YouTube Tutorials Support Staff Website Technology Website Toshiba Copiers Computer Support Telephone Support District Conference Tuition Reimbursement (after one year of employment) Community School Administrative Professional Publications Gregg Manual Back to Phase I Back to Phase II Home Financial Professional Organizations AAPA (American Accounts Payable Association) AAPA Membership Services 210-630-4373 Membership@americanAP.org http://www.americanap.org/members/ Gateway Association of Payroll Professionals Gateway Association of Payroll Professionals Post Office Box 410556 St. Louis, MO 63141 Email: gatewaypayroll@gmail.com http://www.gatewaypayroll.org/contactus.cfm The Accounts Payable Network The Accounts Payable Network LLC 2100 RiverEdge Parkway, Suite 380 Atlanta, GA 30328 866-827-6389 Fax: 770-984-1174 MemberCare@TheAPNetwork.com http://www.theaccountspayablenetwork.com Back to Phase II Home Secretarial Certifications/Professional Organizations SLCAEOP (St. Louis County Association of Educational Office Professionals.) Attn: Carol D. McCauley SLCAEOP Membership Chair Normandy School District 3855 Lucas & Hunt Road St. Louis, MO 63121 MAEOP (Missouri Association of Educational Office Professionals) Attn: Becky O’Riley Waynesville R-VI Schools 100 Lincoln Lane Waynesville, MO 65583 MOS certification (Microsoft Office Specialist- formerly MOUS Microsoft Office User Specialist) To demonstrate proficiency in the use of the Microsoft Office Products: Word, Excel, PowerPoint, Outlook, Access and Project. There are three levels: MOS Specialist, MOS Expert and MOS Master. http:// www.microsoft.com/learning/en/us/certification/mbc.aspx The International Association of Administrative Professionals offers two certifications: Certified Professional Secretary (CPS) Certified Administrative Professional (CAP) Must submit application with fees Click below for more information: http://www.iaap-hq.org Back to Phase II Home Channel 3 Phase I Phase II - IV Channel 1 Channel 2 Confidential Range Channel 3 Job Descriptions Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Administrative Secretary Principal’s Secretary Pay Channel Chart Performance Appraisal Support Staff Standards Home Purchasing/Accounting Specialist Accounts Payable Specialist Principal’s Secretary Job Description __________________________________________________________________________ JOB TITLE: Principal’s Secretary LOCATION: School REPORTS TO: School Administrator Page 2 Principal’s Secretary FLSA STATUS: Non-Exempt SALARY GRADE: Sec Channel 3 REVIEW DATE: April 2008 __________________________________________________________________________ SUPERVISORY RESPONSIBILITIES POSITION SUMMARY No supervisory responsibilities Perform standard office duties involving word processing, database, and spreadsheets under the direction of the School Principal. Maintain attendance and personnel records for staff. Assist Principal with school and District matters and prepare communications for specific assignments. QUALIFICATION REQUIREMENTS Position has school and community wide impact. Daily contacts include students, teachers and parents. High school education with a working knowledge of personal computer and computer software. Knowledge of District/school policies. Minimum of 2 years experience working in an office environment using procedures involving word processing, databases, and spreadsheets. Excellent interpersonal skills and the ability to relate to diverse groups of people. ESSENTIAL DUTIES PHYSICAL DEMANDS SPHERE AND SCOPE OF INFLUENCE • • • • • • • • • • • • Maintain staff attendance and personnel records. Update emergency information. Maintain in-service records. Process timesheets for staff. Type/file Summative reports/observations. Coordinate staff substitutes. Document staff development attendance/approval. Process teachers’ class schedules. Prepare correspondence for newsletters. Prepare staff and student handbooks. Develop buzz books. Maintain regular attendance. • • • Standing, Sitting, Reaching, Grasping. Ability to lift an average of 30 pounds by hand. Mobility to move in and around the building. MENTAL DEMANDS • Ability to communicate clearly both verbally and in writing. Ability to work under pressure and to maintain confidentiality. Ability to read, learn and respond to a variety of subjects related to the function of District operations. ENVIRONMENTAL CONDITIONS MARGINAL DUTIES • • • • • • • • • • • Update directories and staff roster. Manage extra duty schedule. Coordinate telephone/building maps/intercom procedures. Assist with special events if applicable, (i.e. awards programs, performances, etc.). Update District policy and asbestos manuals, if applicable. Coordinate textbook orders for staff. Assume duties of school or staff secretary as needed. Liaison to community/parent organizations. Perform other duties as assigned. Back to Channel 3 Typical office conditions: Protection from weather conditions, but not necessarily from temperature changes. Worker not exposed substantially to adverse environmental conditions. Home Administrative Secretary Job Description ___________________________________________________________________________ JOB TITLE: Administrative Secretary DEPARTMENT: Operations REPORTS TO: Building Administrator Page 2 Administrative Secretary FLSA STATUS: Non-Exempt SUPERVISORY RESPONSIBILITIES SALARY GRADE: Sec Channel 3 REVIEW DATE: April 2003 ___________________________________________________________________________ No supervisory responsibilities POSITION SUMMARY QUALIFICATION REQUIREMENTS Perform standard office duties involving word processing, database, and spreadsheets under the direction of a department director. Maintain attendance and personnel records for staff. Prepare invoices for payment using District purchase order system and perform other budget and accounting functions. SPHERE AND SCOPE OF INFLUENCE Position may have District and community wide impact Contacts may include other District personnel, contractors, vendors, government agencies or District residents. ESSENTIAL DUTIES • • • • • • • • • • • • • PHYSICAL DEMANDS • • Assist District officials with administrative matters. Maintain staff attendance and personnel records. Create and revise correspondence. Maintain budget records. Prepare departmental programs and booklets. Process purchase order requisitions and orders for payment. Manage and maintain files. Coordinate supervisor’s calendar. Prepare/organize meetings. Prepare mailings for interoffice and outgoing mail. Complete periodic and annual reports. Handle public inquiries. Maintain regular attendance. Ability to sit for long periods at computer, and also to reach, grasp and move in and around building. Ability to lift an average of 30 pounds by hand. MENTAL DEMANDS • • • • • Ability to communicate clearly both verbally and in writing. Ability to function effectively in a multi-tasking, deadline oriented environment Flexibility to adapt to changing operational conditions Excellent interpersonal and public relations skills Ability to read, learn and respond to a variety of subjects related to the function of District operations. ENVIRONMENTAL CONDITIONS • MARGINAL DUTIES • • • • • • • • High school education with working knowledge of personal computer and computer software. Minimum of 2 years’ experience working in an office environment using procedures involving word processing, databases, and spreadsheets. Excellent interpersonal skills and the ability to relate to diverse groups of people. Ability to work under pressure and to maintain confidentiality. • Perform receptionist duties. Maintain asbestos records and district manuals, if applicable. Assume duties of other office secretaries. Process and distribute mail. Handle petty cash/postage. Manage inventory/supplies. Submit printing requests. Perform other duties as assigned. Back to Channel 3 Typical office conditions: Protection from weather conditions, but not necessarily from temperature changes. Worker not exposed substantially to adverse environmental conditions. Home Purchasing/Accounting Specialist Job Description Back to Channel 3 Home Accounts Payable Specialist Job Description Back to Channel 3 Home Performance Appraisal New employees receive a performance appraisal around 60 days of employment. All employees receive a written performance appraisal each year in the spring that is turned into Human Resources by May 1. Each secretary has a wealth of knowledge and understanding of his/her role and how he/she supports the district mission. The performance appraisal/annual evaluation is an opportunity to build on his/her expertise and make a meaningful contribution to Parkway as a world class learning institution. Click here for the Performance Appraisal For Office Support Staff: http://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdf Please see links below for more information regarding evaluation criteria: Technology Competencies – (I Can) Proficiency Statements Office Support Performance Appraisal Rubric Back to Channel 3 Home Support Staff Standards Channel 3 Phase I Phase II - IV Channel 1 Channel 2 Confidential Range Channel 3 Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Phase I Orientation Department/Building Human Resources Within First Week Within 3 Weeks Communication/ Technology Basics (Within first 60 days) Navigation Required Training Course Guide Back to Channel 3 Resources Home New Employee Days 40 - 60 Channel 3 Phase I Phase II - IV Channel 1 Channel 2 Confidential Range Channel 3 Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Phase II – IV* Required Training Course Guide Resources Communication/ Technology Basics *Phase II Serve on Department/Building Committee *Phase III - IV Serve on District Committee Back to Channel 3 Home Financial Professional Organizations Secretarial Professional Organizations & Certifications Communication/Technology Basics Starting January 2011 (Within first 60 days) New Employee Communication Computer Skills •Math & English • Basic test on Hiring or • manager can waive the requirement •Alert Now • Basic Computer Skills ** •Novell & Websites • Internal • External • Required District Training • GroupWise • WorkForce • PEERS • By Position Job Specific ** Basic computer skills including Basic Keyboarding Skills Back to Phase I Home Communication/Technology Basics Starting January 2011 Current Employee • Math & English • AlertNow Communication Computer Skills • Basic Computer Skills** • Novell & Websites • Internal • External • Required District Training • GroupWise • WorkForce • PEERS • By Position Job Specific **Current employees can test out of Communication/ Technology Literacy or can attend class/take assessment within 18 months Back to Phase II Home Course Guide – Suggested Classes GroupWise • Folders • Calendar • Attachments • Format •Forward/Retract •Spell Check •Email Etiquette Learning Module Telephone Etiquette • Greeting • Questions/Inquiries • Problem solving • Customer Service • Telephone Customer Service Infinite Campus • Student Information • Parent Portal • Copy and collate • Scan documents • Remote print • Toshiba Copier Information Moodle • How to start a Moodle account Toshiba Copiers Telephone Use • District Telephone Use CPR & First Aid • Health Services & Workshop Dates Business Writing Electronic Newsletters Customer Service PEERS • TBA • Under Construction • View Staff Development Profile • Register for workshops and classes Click here to go to PEERS to view and register for classes • Grammar •Letters •Newsletters Back to Phase I Back to Phase II Home Resources Microsoft Office Online Tutorials Parkway YouTube Tutorials Support Staff Website Technology Website Toshiba Copiers Computer Support Telephone Support District Conference Tuition Reimbursement (after one year of employment) Community School Administrative Professional Publications Gregg Manual Back to Phase I Back to Phase II Home Financial Professional Organizations AAPA (American Accounts Payable Association) AAPA Membership Services 210-630-4373 Membership@americanAP.org http://www.americanap.org/members/ Gateway Association of Payroll Professionals Gateway Association of Payroll Professionals Post Office Box 410556 St. Louis, MO 63141 Email: gatewaypayroll@gmail.com http://www.gatewaypayroll.org/contactus.cfm The Accounts Payable Network The Accounts Payable Network LLC 2100 RiverEdge Parkway, Suite 380 Atlanta, GA 30328 866-827-6389 Fax: 770-984-1174 MemberCare@TheAPNetwork.com http://www.theaccountspayablenetwork.com Back to Phase II Home Secretarial Certifications/Professional Organizations SLCAEOP (St. Louis County Association of Educational Office Professionals.) Attn: Carol D. McCauley SLCAEOP Membership Chair Normandy School District 3855 Lucas & Hunt Road St. Louis, MO 63121 MAEOP (Missouri Association of Educational Office Professionals) Attn: Becky O’Riley Waynesville R-VI Schools 100 Lincoln Lane Waynesville, MO 65583 MOS certification (Microsoft Office Specialist- formerly MOUS Microsoft Office User Specialist) To demonstrate proficiency in the use of the Microsoft Office Products: Word, Excel, PowerPoint, Outlook, Access and Project. There are three levels: MOS Specialist, MOS Expert and MOS Master. http:// www.microsoft.com/learning/en/us/certification/mbc.aspx The International Association of Administrative Professionals offers two certifications: Certified Professional Secretary (CPS) Certified Administrative Professional (CAP) Must submit application with fees Click below for more information: http://www.iaap-hq.org Back to Phase II Home Confidential Range Phase I Channel 1 Channel 2 Confidential Range Channel 3 Job Descriptions Pay Channel Chart Performance Appraisal Phase II - IV Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Confidential Executive Secretary Assistant to the Controller Benefits Specialist Payroll Accountant Confidential Benefits Specialist Confidential Specialist Core Data Specialist Payroll Specialist Substitute Caller Confidential Secretary HR Specialist Support Staff Standards Home Confidential Executive Secretary Job Description ______________________________________________________________________________ JOB TITLE: Confidential Executive Secretary DEPARTMENTS: Multi-unit Departments Page 2 Confidential Executive Secretary REPORTS TO: Superintendent, Assistant Superintendent or Director of multi-unit departments SUPERVISORY RESPONSIBILITIES SALARY GRADE: PS&C (Grade 15C) FLSA STATUS: Non-Exempt ____________________________________________________________________________ No supervisory responsibilities POSITION SUMMARY QUALIFICATION REQUIREMENTS This is a senior level secretarial position that supports the administrative needs of the Superintendent, Assistant Superintendent or an Administrator who manages a Division or a variety of affiliated departments managed by Director(s) or Managers(s) reporting to the Supervising Administrator. The position frequently handles confidential matters including sensitive correspondence and reports from the Superintendent and/or the Board of Education. In addition, the confidential executive secretary position performs office duties involving word processing, database, and spreadsheets under the direction of the Division Administrator. Assist Administrator by preparing communications for specific assignments, handling confidential correspondence, doing research and preparing reports as requested. The position provides coordination and support of the Administrators work with human resources, budgeting, purchasing, project coordination and tracking, policy and procedural matters, calendar maintenance and filing systems. • • SPHERE AND SCOPE OF INFLUENCE This highest-level district secretarial position is distinguished from other secretarial positions by the scope of the position which supports a variety of affiliated departments or programs. The position has district and community wide impact. Working relationships may include other district personnel, contractors, vendors, government agencies, school personnel or district residents. At times t his position takes on responsibilities that directly interact with the Superintendent of Schools and the Board of Education. • • • • • • • • • • • • • PHYSICAL DEMANDS • ESSENTIAL DUTIES • • • • • • • • • • • • • • • • Directly support the administrative needs for a variety of affiliated departments or programs Handle confidential matters when needed with Superintendent, Superintendent’s Council and/or the BOE Create and revise (confidential) correspondence, memos, charts, tables, graphs, business plans, visual presentations, etc. Maintain and coordinate calendar for Director/Assistant Superintendent Maintain budget records Schedule and organize complex activities including preparing/organizing meetings and department activities Complete periodic and annual reports Handle public inquiries Process purchase order requisitions and orders for payment Manage and maintain files Process mail and determine level of priority Update emergency information Prepare mailings for interoffice & outgoing mail Update district policy and manuals as directed by management Liaison to community/schools Maintain regular attendance Associate’s degree or Secretarial/Business College degree Excellent computer skills including proficiency in Word, Excel, Access and PowerPoint with working knowledge of advanced features of Microsoft Office programs; able to train more junior secretaries Knowledge in budget preparation, review and analysis Knowledge of district policy and procedure Deadline and detail oriented Strong problem solving skills and a strong orientation to office management Skill and experience in supporting Human Resource functions Familiarity with schools, school administrators and support functions Excellent interpersonal and communications skills to handle sensitive and confidential situations. Position continually requires demonstrated poise, tact and diplomacy Strong interest in teamwork approach Excellent writing, proofreading and editing skills Experience mentoring other support staff personnel Able to work well with all levels within the district and with outside agencies as required Page 3 Confidential Executive Secretary Sitting, standing, reaching, grasping; may include long periods of sitting at desk using computer and repetitive wrist motion; ability to move in and around buildings or to leap over tall buildings whenever needed MENTAL DEMANDS • • • • • • Ability to communicate clearly both verbally and in writing Excellent interpersonal and public relations skills Ability to work under pressure and to maintain confidentiality Ability to read, learn, and respond to a variety of subjects related to the function of a variety of departments Continual attention to detail and close visual acuity in order to perform such activities as composing, typing, preparing data and figures, viewing computer terminal, reading and inspecting documents Able to work in a fast paced environment with demonstrated ability to juggle multiple competing tasks and demands • ENVIRONMENTAL CONDITIONS • Typical office conditions: protection from weather conditions, but not necessarily from temperature changes. Worker not exposed substantially to adverse environmental conditions. MARGINAL DUTIES • • • Assist with special events if applicable Work within a team on special and nonrecurring and ongoing projects Perform other duties as assigned Back to Confidential Range Home Assistant to the Controller Job Description Back to Confidential Range Home Benefits Specialist Job Description Back to Confidential Range Home Payroll Accountant Job Description Back to Confidential Range Home Confidential Benefits Specialist Job Description Back to Confidential Range Home Confidential Specialist Job Description Back to Confidential Range Home Core Data Specialist Job Description Back to Confidential Range Home Payroll Specialist Job Description Back to Confidential Range Home Substitute Caller Job Description Back to Confidential Range Home Confidential Secretary Job Description Back to Confidential Range Home Human Resources Specialist Job Description Back to Confidential Range Home Performance Appraisal New employees receive a performance appraisal around 60 days of employment. All employees receive a written performance appraisal each year in the spring that is turned into Human Resources by May 1. Each secretary has a wealth of knowledge and understanding of his/her role and how he/she supports the district mission. The performance appraisal/annual evaluation is an opportunity to build on his/her expertise and make a meaningful contribution to Parkway as a world class learning institution. Click here for the Performance Appraisal For Office Support Staff: http://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdf Please see links below for more information regarding evaluation criteria: Technology Competencies – (I Can) Proficiency Statements Office Support Performance Appraisal Rubric Back to Confidential Range Home Support Staff Standards Confidential Range Phase I Phase II - IV Channel 1 Channel 2 Confidential Range Channel 3 Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Phase I Orientation Department/Building Human Resources Within First Week Within 3 Weeks Communication/ Technology Basics (Within first 60 days) Navigation Required Training Course Guide Back to Confidential Range Resources Home New Employee Days 40 - 60 Confidential Range Phase I Phase II - IV Channel 1 Channel 2 Confidential Range Channel 3 Orientation Phase I Navigation Phase I Days 1 – 60 Days 61 – End of First Year Phase II Phase III Phase IV Years 2 – 4 Years 5 - 10 Years 11+ Phase II – IV* Required Training Course Guide Resources Communication/ Technology Basics *Phase II Serve on Department/Building Committee *Phase III - IV Serve on District Committee Back to Confidential Range Home Financial Professional Organizations Secretarial Professional Organizations & Certifications Communication/Technology Basics Starting January 2011 (Within first 60 days) New Employee Communication Computer Skills •Math & English • Basic test on Hiring or • manager can waive the requirement •Alert Now • Basic Computer Skills ** •Novell & Websites • Internal • External • Required District Training • GroupWise • WorkForce • PEERS • By Position Job Specific ** Basic computer skills including Basic Keyboarding Skills Back to Phase I Home Communication/Technology Basics Starting January 2011 Current Employee • Math & English • AlertNow Communication Computer Skills • Basic Computer Skills** • Novell & Websites • Internal • External • Required District Training • GroupWise • WorkForce • PEERS • By Position Job Specific **Current employees can test out of Communication/ Technology Literacy or can attend class/take assessment within 18 months Back to Phase II Home Course Guide – Suggested Classes GroupWise • Folders • Calendar • Attachments • Format •Forward/Retract •Spell Check •Email Etiquette Learning Module Telephone Etiquette • Greeting • Questions/Inquiries • Problem solving • Customer Service • Telephone Customer Service Infinite Campus • Student Information • Parent Portal • Copy and collate • Scan documents • Remote print • Toshiba Copier Information Moodle • How to start a Moodle account Toshiba Copiers Telephone Use • District Telephone Use CPR & First Aid • Health Services & Workshop Dates Business Writing Electronic Newsletters Customer Service PEERS • TBA • Under Construction • View Staff Development Profile • Register for workshops and classes Click here to go to PEERS to view and register for classes • Grammar •Letters •Newsletters Back to Phase I Back to Phase II Home Resources Microsoft Office Online Tutorials Parkway YouTube Tutorials Support Staff Website Technology Website Toshiba Copiers Computer Support Telephone Support District Conference Tuition Reimbursement (after one year of employment) Community School Administrative Professional Publications Gregg Manual Back to Phase I Back to Phase II Home Financial Professional Organizations AAPA (American Accounts Payable Association) AAPA Membership Services 210-630-4373 Membership@americanAP.org http://www.americanap.org/members/ Gateway Association of Payroll Professionals Gateway Association of Payroll Professionals Post Office Box 410556 St. Louis, MO 63141 Email: gatewaypayroll@gmail.com http://www.gatewaypayroll.org/contactus.cfm The Accounts Payable Network The Accounts Payable Network LLC 2100 RiverEdge Parkway, Suite 380 Atlanta, GA 30328 866-827-6389 Fax: 770-984-1174 MemberCare@TheAPNetwork.com http://www.theaccountspayablenetwork.com Back to Phase II Home Secretarial Certifications/Professional Organizations SLCAEOP (St. Louis County Association of Educational Office Professionals.) Attn: Carol D. McCauley SLCAEOP Membership Chair Normandy School District 3855 Lucas & Hunt Road St. Louis, MO 63121 MAEOP (Missouri Association of Educational Office Professionals) Attn: Becky O’Riley Waynesville R-VI Schools 100 Lincoln Lane Waynesville, MO 65583 MOS certification (Microsoft Office Specialist- formerly MOUS Microsoft Office User Specialist) To demonstrate proficiency in the use of the Microsoft Office Products: Word, Excel, PowerPoint, Outlook, Access and Project. There are three levels: MOS Specialist, MOS Expert and MOS Master. http:// www.microsoft.com/learning/en/us/certification/mbc.aspx The International Association of Administrative Professionals offers two certifications: Certified Professional Secretary (CPS) Certified Administrative Professional (CAP) Must submit application with fees Click below for more information: http://www.iaap-hq.org Back to Phase II Home
