Description
Position Title: Office Professional, Scheduling Secretary 12 Month
FTE: 1.0
Position Location: Pioneer High School
Salary: Cat. Z, AAEA/OP Salary Schedule
Reporting Relationship: Building Principal
Education and Experience:
High School Diploma or equivalent
3-5 years previous experience as an office professional
Experience with Microsoft Office Suite, Iwork (Apple Productivity Suite), Google Suite, Filemaker Pro and other word processing, spreadsheet and database software
Qualification Requirements:
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The following is a list of qualifications for the position, any one of which may be waived by the Board in exercising its prerogative to determine qualifications.
PRIMARY ASSIGNMENT
Scheduling and Graduation Operations, processing of exchange students, provide PowerSchool reports to Principals and staff when requested and appropriate to staff members as it relates to specific programs and student activities. Provide administrative support to the 9th grade Dean. Maintain confidentiality of student information, and provide customer service to parents, students, staff, and the community.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Scheduling Duties
Assist with all aspects of master scheduling in PowerSchool as requested by scheduling administrator
Assign students to counselors and assist scheduling SLC principal with balancing caseloads
Responsible for setting up and meeting for scheduling timeline with other schools
Assist with room assignments
Print copies of the master schedule as updates are required and distribution of the schedules to principals, counselors, department chairs, counselors and secretaries.
Print requested reports related to the master schedule by administrators, counselors and department chairs
Print schedules to assist the book depository for registration
Print necessary forms and reports for registration
Print and mail and/or email all tentative teacher assignments over the summer
Develop/maintain Course Request Sheets
Provide general assistance including; sorting and distribution of mail, take/transcribe minutes for correspondence, and provide clerical support to SLC principal for Graduation Committee
Print requested reports related to the Master Schedule by principals, counselors content leads, magnet leaders, rising scholar coordinator, and those requested by Student Action Senate
Coordinate Count Day process, procedures, and reporting with SLC Principal
Pre-Scheduling of students in PowerSchool
Keep track of new and departing staff in the form of a report and in PowerSchool
Provide training /assistance in PowerSchool
Communicate, as needed with PowerSchool support personnel at Balas
Maintain an accurate staffing spreadsheet in alignment with course request numbers
Work with the counselors and SLC Principal to maintain course override spreadsheet and powerschool adjustments
Assist in new student enrollments
Coordination of National Merit, Presidential Scholars and other senior recognition programs as assigned
Attend administrative, counseling or content lead meetings when scheduling is on the agenda
Attend training provided for PowerSchool as requested by Central Office or principals
Maintain school/student records and endorse complete confidentiality of student records
Print progress reports and report cards, coordinate mailing of report cards
Maintain all aspects and communication for the Magnet enrollment process
Assist SLC Principal with management of Graduation process and procedures
Verify and order graduation diplomas with SLC Principal and counselors
Prepare and distribute student attendance data to administrative staff, counselors, and behavior specialist.
Uphold legal requirements for providing information in PowerSchool.
Administrative Support to 9th grade dean
Provide clerical support to 9th Grade Dean
Set appointments and take messages for 9th Grade Dean
Create data reports, absentee and grade reports for 9th Grade Dean
Uphold legal requirements for dissemination of records.
Enter Discipline Log Entries for 9th Grade Dean
Assist with Interview Committee printing applications and set-up for 9th Grade Dean only.
Customer Service to Students, Parents and Community
Make and retrieve telephone calls, route calls to appropriate persons, answer routine telephone inquiries regarding department programs, procedures, take messages for principals related to scheduling, graduation ceremony at the time of occurrence within your scope of service.
Greet visitors, receive students and parents; answer questions and resolve student concerns that arise in the main and scheduling offices.
Send School Messages via School Messenger and assist with creation of message when needed
General Duties
Assist general office staff with rotation of main office desk coverage
Assist with school mailings
Assist with attendance hotline data input
Attend required trainings
Answer telephones, respond to routine questions, set appointments or route calls to appropriate persons.
Assist with registration
Maintain filing system for school-related correspondences
Other duties as assigned.
Project Lead for Special Events:
Plan/coordinate graduation rehearsal
Order/distribute student/staff cap and gown with SLC Principal
Assist with distribution of senior souvenirs and announcements
Order graduation pins/cords, etc.
Design VIP parking passes for graduation
Coordinate distribution of VIP parking passes to superintendents/BOE members w/ protocol committee
Assist with obtaining new template signatures for diploma with diploma vendor (new signature forms to reveal current principal, new superintendent, and any new board members)
Coordinate with vendor school pictures for student and staff I.D.’s (provide list of student and staff population, services for graduation ceremony, class picture, taking new student picture ID’s after make-up day for submission to company, etc.)
Senior Recognition Ceremony (All aspects except printing of certificates)
Language Skills:
Read, analyze and interpret professional journals, technical procedures or governmental regulations
Communicate effectively and present information both in oral and written form
Reasoning Ability:
Define problems, collect data, establish facts, and draw valid conclusions
Interpret an extensive variety of statistical information and data related to student achievement
Other Skills and Abilities:
Interact with public and other staff as required
Apply knowledge of current replicated research and techniques related to sensory issues
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential job functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The employee must be able to attend meetings in the evenings and at other locations.
Work Environment:
The work environment characteristics described here are representative of an employee encounters while performing the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. The noise level in the work environment is usually quiet.
METHOD OF APPLICATION:
All applicants must apply online at a2schools.org >> District Links >> Job Postings