Frontline Applicant Tracking - Yuma Elementary School District ONE

Openings as of 4/26/2025
Secretarial/Clerical

Administrative Secretary- Finance Department

JobID: 5595

Position Type:
  Secretarial/Clerical/Administrative Secretary


Date Posted:
  4/7/2025


Location:
  District Office


Date Available:
  04/21/2025


  Additional Information:  Show/Hide
Position Status: Tier 1
Benefited
8 Daily Hours
 
Salary Range G
$18.00
 
Working Calendar Days
256 Days

Requirements:
• High School Diploma or equivalent
• MMR & Hepatitis B Immunization Record
• IVP Fingerprint Clearance Card
• Three (3) Professional References
 
Purpose Statement
The job of Administrative Secretary - Department/Program is done for the purpose/s of supporting the educational process with specific responsibilities for providing administrative secretarial support to District administrative personnel; coordinating and monitoring activities of assigned administrator; and providing information, recommendations and/or direction as requested by assigned administrator.

This job reports to Assigned District Administrator
 
Essential Functions
• Answers telephone calls (e.g. staff, parents, public agencies, etc.) for the purpose of screening calls, taking messages, providing general information and/or referring to appropriate personnel.
• Assists auditors in providing requested information for the purpose of providing necessary documentation for completion of audit.
• Collaborates with internal and external personnel (e.g. District personnel, outside agencies, etc.) for the purpose of implementing and/or maintaining services and programs.
• Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, enrollment counts, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a variety of projects, functions and/or program components (e.g. meetings, in-service events, travel and accommodations, facility rentals, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, employee records, financial records, reports, student records, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a variety of activities on behalf of assigned Administrator (e.g. account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates.
• Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
• Performs general clerical functions (e.g. copying, faxing, data entry, filing, etc.) for the purpose of supporting office functions.
• Prepares a variety of documents (e.g. correspondence, agendas, minutes, event programs, memos, bulletins, reports, purchase orders, requisitions, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.
• Processes documents and materials (e.g. time sheets, work orders, requisitions, reimbursements, budget transfers, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and materials for the purpose of maintaining availability of required items.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Represents assigned Administrator in their absence for the purpose of conveying and/or gathering information required for their functions.
• Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
• Responds to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information or direction and/or facilitating communication among parties.
• Schedules a wide variety of activities (e.g. appointments, meetings, travel reservations/accommodations, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.
Other Functions
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
Job Requirements:  Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: screening telephone calls; operating standard office equipment including pertinent software applications; preparing and maintaining accurate records.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; office practices and procedures.
ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with similar types of data; and utilize job-related equipment. Problem solving is required to analyze issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; establishing and maintaining effective working relationships; working as part of a team; and working with frequent interruptions.
Responsibility
Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking budget expenditures. utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.
Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 50% sitting, 25% walking, and 25% standing.  This job is performed in a generally clean and healthy environment.
Experience       Job related experience with increasing levels of responsibility is desired.
Education        High school diploma or equivalent.
Equivalency                
Required Testing	Certificates
Continuing Educ./Training	Clearances
Criminal Justice Fingerprint/Background Clearance Pre-Employment Proficiency Test
FLSA Status                                                    Approval Date                                               Salary Range
Non Exempt                                                                                                                             G (18.00)
 
 




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Openings as of 4/26/2025
Secretarial/Clerical

School Secretary

JobID: 5555

Position Type:
  Secretarial/Clerical/School Secretary


Date Posted:
  3/12/2025


Location:
  C.W. McGraw Elementary


Date Available:
  07/21/2025


  Additional Information:  Show/Hide
Position Status: Tier 1
Benefited
8 Daily Hours

Salary Range E
 $17.50
 
Working Calendar
213 Days
 
Required
High School Diploma or equivalent.
Immunization Records (Hepatitis B and MMR)
IVP Fingerprint Clearance Card
 
School Secretary
Purpose Statement
The job of Secretary - School is done for the purpose/s of providing complex and confidential secretarial and administrative support to the school-site principal and other administrators; conveying information regarding school functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

This job reports to Principal
 
Essential Functions
• Compiles data from a wide variety of sources (e.g. student information, Kronos, calendars, expenditures/budget, invoices, enrollment forms, etc.) for the purpose of preparing reports, preparing information for assigned administrator, and complying with financial, legal and/or administrative requirements.
• Coordinates a wide variety of projects, functions and/or program components (e.g. meetings, in-service, fire drills, travel and accommodations, Kronos corrections, inventories, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Greets individuals entering the building (e.g. visitors, parents, students, vendors, etc.) for the purpose of responding to inquiries; and/or directing individuals to appropriate location in accordance with established building security procedures.
• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, spreadsheets, time sheets, bus requests, student records, emergency information, employee records, financial records, 20 Day Reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a wide variety activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office (e.g. registration, mail distribution, attendance, visitor and volunteer sign-ins, daily SubFinder reports, traffic flow through the office, etc.) for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, 20 Day Reports, inventories, POs, receipts for monies collected, handbooks, student award certificates, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel, visitors, parents, students and external agencies.
• Processes a wide variety of documents and materials (e.g. Kronos mispunches, work orders, requisitions, verifies student related data, travel reimbursements, budget transfers, SubFinder entry codes, transportation requests for field trips, coaching contracts, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and/or materials and substitutes for the purpose of maintaining availability of required items or personnel.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Researches a variety of topics (e.g. current practices, policies, substitute codes, student codes for Synergy data entry, fiscal discrepancies, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction in a pleasant and cordial manner.
• Schedules a wide variety of activities (e.g. appointments, parent conferences, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.
Other Functions
• Administers emergency first aid and scheduled medication to students under the direction of health professional and during the absence of the health professional (e.g. nausea, shortness of breath, seizures, dizziness, headaches, sprains, etc.) for the purpose of meeting immediate health care needs.
• Monitors students referred for illness or disciplinary action for the purpose of ensuring student welfare and maintaining a secure office environment.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
• Troubleshoots equipment malfunctions (e.g. copiers, computers, fax machines, laminating machines, etc.) for the purpose of performing minor repairs and/or referring to repair services.
Job Requirements:  Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects, and performing basic bookkeeping and record keeping; preparing and maintaining accurate records; screening telephone calls; using Microsoft Office software applications including Word and Excel.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; and common office machines; concepts of grammar, spelling and punctuation.
ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions; communicating with persons of diverse backgrounds; diffusing argumentative behavior; displaying tact and courtesy; working with frequent interruptions.
Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; operating within a defined budget. utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.
Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing.  The job is performed in a generally hazard free environment.
Experience       Job related experience is required.
Education        High school diploma or equivalent.
Equivalency                
Required Testing	Certificates
Continuing Educ./Training	Clearances
Criminal Background Clearance
FLSA Status    Approval DateNon Exempt




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