Pueblo City Schools ( learn more )

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Job Details

  • Job ID: 3014223
  • Application Deadline: Posted until Filled
  • Re-posted : October 20, 2018

Job Description


Job Title:                  Educational Secretary – ESS Director
Work Year:               209 days
Department:             Exceptional Student Services
Reports To:              ESS Director
Salary Range:          Educational Secretary Salary Schedule – Pay Grade 512
Benefits:                   Fringe benefits based on PESPA Negotiated Agreement
Status:                      FLSA Status: Non-Exempt
SUMMARY OF FUNCTIONS: The purpose of the ESS Director Secretary is to provide clerical support to the ESS director and staff; Work closely with complex and confidential files and ensures accuracy in working with school, finance, and student files; Support ESS staff by performing clerical and technical functions related to program and grant compliance.  Handle confidential information and frequent contact with all levels of District employees, parents, the general public, and other outside stakeholders.

QUALIFICATIONS: 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.  The physical demands, work environment factors, and mental functions described below 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.
  • High School Diploma or equivalent
  • Minimum of five (5) years of applicable experience or equivalent combination of college education and experience
  • Typing certificate at the rate of 40 W.P.M.
  • Employee must complete a fingerprint-based criminal background check and must be cleared by the Office of Human Resources
  • Must be able to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary
  • Previous secretarial/clerical experience in Pueblo City Schools
  • Previous experience with budgets, purchase orders, etc.
  • Spanish speaking skills
  • Knowledge of budgets, purchase orders, work/service orders, and/or printing orders
  • Knowledge of Windows-based computer systems, Infinite Campus, electronic mail, requisitioning, purchase orders, service requests, and other computerized processes
  • Ability to work under high pressure with a multitude of on-going tasks and last-minute deadlines and changes with minimal errors
  • Knowledge of standard office practices and procedures
  • Ability to prioritize, plan, organize, and work effectively, using independent judgment to complete assignments and meet timelines
  • Ability to relate well with District staff and the public and to understand their requests and needs and to respond to such requests in a professional and timely manner
  • Ability to make independent decisions in accordance with established policies and procedures
  • Ability to create and maintain a system for managing and maintaining large amounts of complex information
  • Superior telephone skills/etiquette with a strong customer orientation toward staff, students, parents, outside agencies, and the community.
  • Ability to establish and maintain a professional/effective working relationship with building staff, administrators, parents, students, city/county officials, and other community members
  • Possess an excellent work attitude and the ability and willingness to take ownership/responsibility for project completion; demonstrated ability to provide initiative in reaching organizational goals
  • Ability to maintain strict confidentiality in all aspects of assignments
  • Ability to coordinate daily activities and schedule with little supervision
  • Ability to be flexible and adaptable in a variety of situations
  • Ability to remain calm under trying circumstances
  • Ability to work with frequent interruptions
  • Excellent proofing skills; knowledge of English, proper grammar, style, syntax, spelling, and punctuation
  • Ability to set up and coordinate conferences, training sessions, workshops, and meetings
ESSENTIAL JOB DUTIES AND RESPONSIBILITIES: The following statements of duties and responsibilities are intended to describe the general nature and level or work being performed by individuals assigned to this position.  These statements are not intended to be an exhaustive list of all duties and responsibilities required of all personnel within this position.  This organization believes that every individual makes a significant contribution to our success.  That contribution should not be limited to assigned responsibilities.  Therefore, this position description is designed to define primary duties, qualifications and job scope but should not limit the incumbent nor the organization to the work identified.  It is our expectation that every employee will offer his/her services wherever and whenever necessary to ensure the success of the District’s/department’s goals.  Actual duties, responsibilities, frequency, and percentages may vary depending upon building assignments and other factors. ·
  • Perform general office duties: keep an accurate and up to date filing system, operate appropriate office equipment, cordially answer telephone calls, make appointments take messages
  • Screen incoming calls and correspondence for administrators, and refer to appropriate administrators or staff for action
  • Maintain confidentiality in all aspects of assignments ·Enter, track, update, and maintain District IEP records ·Monitor IEP access
  • Add and delete service providers as needed to ensure access to appropriate parties ·Assist with District ESS Preschool enrollments
  • Maintain and verify records on all staff in process of completing Temporary Teacher Eligibility (TTE’s)
  • Maintain other staffing information as it relates to the ESS program ·Facilitate the collection, compilation, and preparation of information for reporting for mandated state and federal funded programs, various program audits, OCR complaints and concerns, state complaints, CORA requests, and other due processes, under the direction of the ESS Director
  • Work with supervisor, administrators, board secretary, and attorneys in preparing board agenda items
  • Organize and distribute yearly parent surveys
  • Maintain ESS email groups
  • Attend building visits and assist in performing file audits for compliance
  • Prepare, check accuracy and code all requisitions, travel expense reports, time reports, and other authorized expense requests for approval by the ESS Director
  • Use computer for word processing, e-mail, work orders, supply requests, purchase orders, data processing requests, Kronos corrections, etc.
  • Perform all duties necessary to maintain the AESOP employee absence tracking system
  • Reconcile Kronos exceptions, correct time punches, coordinate over-time forms for all staff, and prepare forms for approval
  • Perform all duties related to committees, conferences, assemblies, meetings, and interviews as assigned by the ESS Director, including minutes, mailings, forms, notifications, and set up for meetings
  • Correct grammatical errors, punctuation, and sentence structure of draft copies and proofread final copies of all material sent from the Director/Assistant Director
  • Provide clerical support to other staff as needed
  • Purchase supplies and assist with budgets and expense reports as assigned
  • Prepare bulletins and newsletters for staff and patrons
  • Handle all correspondence and assist with reports
  • Maintain file of all District policies and procedures
  • Assist with promoting the health and safety of students
  • Assist in maintaining Director/Assistant Director’s calendar and coordinating with other department activities and calendars.  

  • Perform any and all other duties as assigned by the ESS Director/Assistant Director
The physical demands, work environment factors, and mental functions described below 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.  

PHYSICAL DEMANDS: While performing the duties of this job, the employee is required to stand; walk; sit; use hands and fingers to handle or feel.  The work requires the use of telephone and using fingers to operate computer keyboards.  The employee is continually hearing and speaking to exchange information. The employee is required to reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  Full description of Physical Demands is on the job description.
WORKING CONDITIONS: Employee will work primarily in a school/office environment with both natural and fluorescent lighting.  The employee will be subject to exposure of infectious disease and exposure to body fluids.  Often subject to loud noises associated with groups of students, phones, and bells/alarms.

Application Procedure:
Apply online

Pueblo City Schools seeks to comply with state and/or federal law prohibiting discrimination in employment on the basis of race, creed, color, religion, national origin, ancestry, sexual orientation, sex(gender), age, genetic information, or disabilities in admission or access to, or treatment of employment in its educational programs or activities.  Inquiries regarding Pueblo City Schools' compliance may be referred to the Equal opportunity/Affirmative Action Compliance Officer for Pueblo City Schools, 315 West 11th St., Pueblo, CO 81003 (719) 549-7162.
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  • Position Type: Full-time
  • Job Categories : Administrator > Director/Coordinator/Manager
    Support Staff > Secretary
  • Equal Opportunity Employer

    Pueblo City Schools is committed to maintaining a work and learning environment free from discrimination on the basis of race, color, religion, national origin, pregnancy, gender identity, sexual orientation, marital/civil union status, ancestry, place of birth, age, citizenship status, veteran status, political affiliation, genetic information or disability, as defined and required by state and federal laws. Additionally, we prohibit retaliation against individuals who oppose such discrimination and harassment or who participate in an equal opportunity investigation.

    Contact Information

    • Human Resources
    • Pueblo, Colorado 81003

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