Confidential Secretary Finance and Operations

Position Purpose:

The purpose of this position is to perform record keeping and administrative secretarial work in supporting the activities of the Finance/Business and Operations Departments; performs all other related work as required.  The Confidential Secretary is responsible for maintaining and improving upon the efficiency and effectiveness of all areas under his/her direction and control.

Supervision:

Supervision Scope: Performs varied and responsible duties requiring a thorough knowledge of departmental operations and the exercise of considerable judgment to independently complete assigned tasks, analyze the facts or circumstances surrounding individual problems in situations not clearly defined by precedent or established procedures. 

Supervision: Works under the general direction of the School Business Manager and the Director of Operations.

Supervising Authority: None.

Job Environment:

Location: School Business Office

Work is performed under typical office conditions; the noise level is moderate. 

Regularly operates computers and peripherals, telephone, copier, facsimile machine and other standard office equipment. 

Makes frequent contacts with the general public, school personnel, Town departments, vendors, contractors, and outside agencies.  Contacts are in person, in writing, and by telephone and involve an information exchange dialogue.

Has access to department-related confidential information.

Errors could seriously cause confusion and delay services.

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position.)

Provides administrative support to the School Business Manager and the Director of Operations.

Assists in matters relating to personnel and union activities including preparing correspondence, reports, and maintaining records.  Maintains personnel files for custodial, clerical, and cafeteria employees.

Answers telephones; takes messages and replies to questions.

Greets employees and members of the public entering the Business Office to assist or point them in the right direction in an effective and quiet manner, as not to disturb others working in the office.

Maintains accurate departmental records & organized filing system.  Prepares detailed reports and provides them to organizations or individuals as requested. 

Monitors time sheets and attendance for all custodial and maintenance employees and submits bi-weekly summary to payroll.  Prepares reports of wages to be billed to third parties, issues invoices, and tracks payments in the rental software system.

Maintains list of substitute custodians and arranges for custodial coverage as needed.

Assigns work task orders to contractors and maintenance personnel.  Follows up on open work orders and communicates with contractors and maintenance personnel to ensure satisfactory completion of tasks.

Prepares job postings, coordinates the application and interview process, checks references, and prepares appointment letters; ensures all staff complete required paperwork.  Coordinates lottery system for temporary summer employment.  Maintains database of employees.

Regulates heat and air conditioning as needed throughout the Central Office.

Prepares security badges for all school personnel in accordance with internal safety protocols.  Programs building and access levels for each employee.  Programs locking and unlocking of school doors as necessary.

Assists the Business Manager with procurements in accordance with Federal, State & local requirements; including postings, advertising, issuance of addenda, notices of award.

Assists with monitoring vendor service contracts; verifying billing costs, maintaining certified payroll reports/prevailing wage rates records, ensuring certificates of insurance are active, and maintains proper filing of records. 

Coordinates fitting and ordering of custodial clothing.

Confirms receipt of goods and services for all Buildings and Grounds related invoices, verifies charges to contracts, and codes invoices for payment processing.

Coordinates and supports school building rentals; scheduling, insurance certificates, invoicing, etc..

Schedules recurring

Attends and successfully completes classes/trainings to maintain current knowledge of all required equipment and procedures.

Performs similar or related work as required, directed or as situation dictates.

Recommended Minimum Qualifications:

Education and Experience:

High school diploma with courses in office procedures and business practices required; Associates degree or higher in related field preferred; two years of progressively responsible office experience; or any equivalent combination of education and experience.  Municipal or other relevant experience is desirable.

Knowledge, Ability and Skill:

Knowledge: Thorough knowledge of office procedures, practices and terminology.  Good working knowledge of the use of office and data processing equipment, business arithmetic, American business English and spelling.  Basic knowledge of accounting techniques. 

Ability:  Ability to organize time and work independently to accomplish tasks.  Ability to maintain detailed statistics, records, and clerical records.  Ability to deal effectively and tactfully with the public.  Ability to maintain confidential information.  Ability to compose correspondence and to prepare, type, and proofread reports as to form and logic flow.  Ability 

to communicate effectively with the public, coworkers, other employees, other departments, officials, and other agencies.  Ability to maintain detailed budget accounts, financial records, and clerical records.  Ability and willingness to learn job-related skills.  Ability to satisfy attendance requirements.

Skill: Superior administrative, secretarial, and organizational skills.  Expertise and skill in utilizing computers, word processing, database, and spreadsheet applications, as well as specialized facility maintenance databases and software. Excellent customer service skills.  Skill in all of the above listed tools and equipment. 

Physical Requirements:

While performing the duties of this job, the employee is frequently required to sit, stand, communicate, or hear; occasionally required to walk, must be able to handle, or feel objects, tools, or controls; and reach with hands and arms.  The employee must occasionally lift and/or move objects weighing up to 10 pounds.  Vision and hearing at or correctable to normal ranges. Ability to operate a keyboard and calculator at efficient speed and to view computer screen(s) for extended periods of time.  

Work Day/Year:

This is a 12-month position. Five (5) days per week, M-F (excluding holidays). Hours of work will align with the School Business Office hours, typically 7:00 AM - 3:00 PM, with a one (1) hour lunch break. May be required to attend meetings or perform work outside of these hours on occasion. 

Compensation:

Salary will be commensurate with experience and qualifications.

Burlington's student body represents a broad range of cultures and backgrounds.  Our goal is for our staff to reflect the global diversity of our student population.  We welcome applications from dynamic, forward-thinking individuals who positively impact student learning and growth, are competent working in a diverse environment, and reflect the diversity of our student body.

The Burlington Public Schools prohibit sex discrimination in any education program or activity that it operates. Individuals may report concerns or questions to the Title IX Coordinator for students, Lisa Chen, or Title IX Coordinator for staff, Joanne Faust. The notice of nondiscrimination is located at https://www.burlingtonpublicschools.org/cms/One.aspx?portalId=70047685&pageId=74582578