Secretary to the Directors of Diploma+ College and Careers Instructional Programs

LOCATION: Central Office

The Kansas City, Kansas Public Schools (KCKPS) is a nationally recognized urban school district that serves approximately 22,000 students and 60+ different languages are spoken in the homes of our students. KCKPS is home to Sumner Academy, the #6 highest rated High School in the Nation and #1 High School in Kansas according to the US News rankings.

JOB GOAL:

The job of the Secretary to the Directors of Diploma+ College and Careers Instructional Programs is for the purpose of providing a variety of secretarial support to the Department of Diploma+ College and Careers Instructional Programs; provide support to department members; establish and maintain department records; coordinate assigned projects; and other tasks specific to curricular and instructional programs.

ESSENTIAL FUNCTIONS:

• Perform and complete all data entry functions pertaining to the maintenance of programs led by Directors of Diploma+ College and Careers Instructional Programs.
• Verifies, orders, and distributes incoming textbook/media books and materials for the purpose of maintaining inventory collection controls.
• Coordinate and manage inventory systems.
• Compiles data (training, budgets, purchase orders, student counts, and state and federal required information) for the purpose of preparing reports.
• Coordinates assigned projects and/or program components (distribution of materials, arrangement for meetings, scheduling appointments, etc.) to complete activities in a timely fashion.
• Prepares various correspondence, reports, and materials (i.e., Letters, memos, minutes, interviews) to document activities, provide written references, and/or convey information.
• Provides a warm customer service environment, whether in person or via phone to district students, staff, and guests.
• Receives incoming calls and communicates appropriate information to staff.
• Assist with handling requests or elevating higher-level issues to the appropriate level.
• Accurately record and report all necessary information baring confidentially in mind
• Prepare and process district forms as assigned.
• Successfully performs routine data entry information utilizing established district systems.
• Performs and assumes general clerical tasks as assigned, which include, but are not limited to, preparation of correspondence, forms, reports, calendars, and meeting preparations.
• Work proactively with cross-functional staff and collaborate effectively with internal departments.
Performs other duties as assigned.

QUALIFICATIONS:

• High School Diploma required
• Associate degree preferred
• 3-5 years of executive-level administrative work preferred
• Strong oral and written communication skills
• Strong organizational skills
• Current personal computer (PC and/or Apple) experience
• Microsoft Office or Google Suite proficiency
• Independently, self-starter, advanced problem-solving, with particular attention to detail in all aspects of assigned duties
• Ability to be flexible and adaptable to the daily needs of the job
Effectively manage time and work with frequent interruptions

COMMUNICATION / ORGANIZATION : Maintains communication with school personnel and parents/guardians to enhance cooperative action, which will meet the educational needs of students.

Utilizes existing technology effectively in the performance of duties.

Performs other related work as required.

REASONING ABILITY : Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

LANGUAGE SKILLS : Ability to effectively present information and respond to questions from groups of administrators, staff, parents, students, and the general public.

PHYSICAL DEMANDS : The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit, walk, stand and talk or hear. The employee must occasionally lift and/or move up to 50 pounds. The employee must occasionally push items of 50 pounds such as pushing on a bike or wheelchair, or moving/rearranging furniture. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually loud and is a standard acceptable level for this environment.

OTHER SKILLS and ABILITIES : Ability to establish and maintain effective working relationships with students, peers, parents, and community; ability to speak clearly and concisely in written or oral communication.

TERMS OF EMPLOYMENT: 261 days

FLSA STATUS: NON-EXEMPT, HOURLY

REPORT TO: Directors of Diploma+ College and Careers Instructional Programs

EVALUATION: The performance of this position will be evaluated in accordance with the Board of Education policy on evaluation.