FORT ZUMWALT SCHOOL DISTRICT SS914

 

JOB TITLE: Executive Secretary- Student Information Systems

 

REPORTS TO: Coordinator of Student Information Systems

 

FLSA: Non-Exempt

 

Note: Critical features of this job are described under the headings below. They may be subject to change at any time due to reasonable accommodation or other reasons.

 

POSITION PURPOSE/SUMMARY
The Executive Secretary will support the lead contact for the district’s Student Information System (SIS). This role involves assisting with coordinating initiatives, providing telephone support, training, documentation, and assistance as needed. The Secretary will help ensure the accurate processing and maintenance of the district’s computerized student information system, including census, attendance, scheduling, grade reporting, progress reporting, transportation information, and database maintenance.

QUALIFICATION REQUIREMENTS
Executive secretaries shall have a high level of competence in clerical skills as demonstrated by the District’s skills assessments and possess proficiency in Microsoft Office and Google Office Suites. This position requires a minimum of three years’ professional secretarial experience and displays a high degree of independent initiative.

ESSENTIAL DUTIES
1. Assist in serving as a secondary point of contact for the District’s Student Information System.
2. Help coordinate initiatives, provide telephone support, training, documentation, and assistance as needed.
3. Assist in overseeing the processing of the District’s computerized Student Information System, including census, attendance, scheduling, grade reporting, progress reporting, transportation information, and database maintenance.
4. Support the coordination of district procedure documentation and required timelines for scheduling, grade reporting, mid-term progress reporting, and average daily attendance (ADA) reporting.
5. Work cooperatively with district programmers and the contracted vendor for Student Information Systems under the guidance of the Coordinator of Student Information Systems and the Executive Director of Technology.
6. Help provide organized documentation of reports and reporting practices for all attendance areas to district auditors for auditing funds received on reported attendance hours.
7. Help keep building personnel informed of issues related to the department, including principals, counselors, guidance office clerks, attendance office clerks, and the transportation department.
8. Assist in coordinating and preparing Student Data Records for permanent storage.
9. Collect and maintain state student ID numbers through MOSIS, and assist the Coordinator in bimonthly State Reporting according to Missouri DESE requirements.

 

ADDITIONAL DUTIES
10. Effectively communicate, verbally and in written form, with administrators, staff, and the community as needed.
11. Maintain confidentiality of all student related matters.
12. Perform other duties as assigned by the Superintendent or his or her designee.

 

MENTAL DEMANDS
Ability to maintain highly confidential information; communicate clearly both orally and in writing. Write simple and complex reports and correspondence. This employee must have strong computer skills including Microsoft software and Google Suite. Be able to understand and submit online reports to state and federal agencies as required. Have the ability to learn new systems and software. Solve a variety of problems in many different situations.

PHYSICAL DEMANDS
While performing the duties of this position an employee is regularly required to sit, talk, and hear. The employee is frequently required to walk and use fingers and controls. The employee is occasionally required to stand, reach, bend,lift, and carry up to ten pounds. Close vision ability to look at a computer screen for long periods of time is required.

This job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee.

 

TERMS OF EMPLOYMENT
Employment will be on an at-will basis for 12 months with two weeks vacation, beginning July 1, or from the time of employment for the duration of the school year with prorated vacation and/or personal leave. The Executive secretary will be provided a work calendar showing the specific daily work schedule of the employee. The work calendar may be modified by the Board of Education at any time, as needs dictate.  Eight hours will constitute a workday. The Assistant Superintendent or employee’s supervisor will establish a definite
daily schedule.  The yearly salary will be disbursed in twenty-four (24) equal payments.

 

EVALUATION
Performance of this job will be evaluated annually in accordance with the provisions of the Board’s policy on evaluation of support staff personnel.

Approved: August 19, 2024