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Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

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Page 1: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Parkway School District

Professional Development Model for Secretarial Salary Schedule

SecschsalPDMem/ August 2010

Page 2: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Secretarial Salary Schedule Model

ConfidentialRange

OrientationDays 1 – 60 Phase I

NavigationDay 61 – end of First YearPhase I

Years 2 – 4Phase II

Years 5 – 10Phase III

Years 11+Phase IV

Channel 1 Channel 2

Channel 3

Page 3: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Back to Development Model

• Confidential Executive Secretary• Assistant to the Controller

• Benefits Specialist• Payroll Accountant

• Confidential Benefits Specialist• Confidential Specialist

• Core Data Specialist• Payroll Specialist• Substitute Caller

• Confidential Secretary• Human Resources

Specialist

• Staff Secretary• Print Secretary

• Health Assistant

• Principal’s Secretary• Administrative Secretary• Purchasing/Accounting Specialist• Accounts Payable Specialist

• School Secretary• Registrar• Accounting Clerk• School Accounts Secretary• Central Office Secretary• Dispatcher (Transportation)• Field Trip Dispatcher• Library Materials Cataloger Assistant• Library Materials Processor

Channel 1 Channel 2

Channel 3Confidential

Range

Secretarial Salary Schedule ModelSelect a Channel

Page 4: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Home

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

Staff Secretary

Pay Channel Chart

Performance Appraisal

Channel 1

Support Staff Standards

Channel 1Channel 2

Channel 3ConfidentialRange

Print Secretary Health AssistantJob Descriptions

Page 5: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Staff Secretary Job Description___________________________________________________________________JOB TITLE: Staff Secretary LOCATION: School

REPORTS TO: School Administrator FLSA STATUS: Non-Exempt

SALARY GRADE: Sec Channel 1 REVIEW DATE: April 2008________________________________________________________________________

POSITION SUMMARY

Perform standard office duties involving word processing, database, and spreadsheets for school departments, subject areas and/or grade levels under the direction of School Principal. Various responsibilities may be determined by school level and/or department (i.e. print room or library).

SPHERE AND SCOPE OF INFLUENCE

Position has school and community wide impact. Daily contacts include students, teachers andparents.

ESSENTIAL DUTIES

• Perform word-processing.• Create databases.• Perform receptionist duties.• Interact with staff, students and community as required.• Complete forms.• Sort/distribute mail.• Duplicate materials.• Laminate materials.• Maintain department records.• Facilitate department ordering.• Assume print room responsibilities.• Assume library assistance responsibilities.• Handle correspondence related to specific department responsibility. • Maintain regular attendance.

• MARGINAL DUTIES

• Coordinate technology/AV equipment usage.• Utilize DRA and Panda Technology Systems.• Assist certificated staff members in supervising students.• Assist with annual inventory, if applicable.• Create displays.• Assist in awards program.• Support field trip preparation.• Perform other duties as assigned.

Page 2Staff Secretary

QUALIFICATION REQUIREMENTS

• High school education with a working knowledge of personal computer and computer software. Previous

• experience in standard office procedures involving word processing, database, and spreadsheets.

PHYSICAL DEMANDS

• Standing, Sitting, Reaching, Grasping.• Ability to lift an average of 30 pounds by hand. • Mobility to move in and around the building.

MENTAL DEMANDS

• Ability to communicate clearly both verbally and in writing.• Ability to read, learn and respond to a variety of subjects related to the function of district

operations.

ENVIRONMENTAL CONDITIONS

• Typical office conditions: Protection from weather conditions, but not necessarily from temperature changes. Worker not exposed substantially to adverse environmental conditions.

HomeBack to Channel 1

Page 6: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Print Secretary Job Description

HomeBack to Channel 1

Page 7: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Health Assistant Job Description

HomeBack to Channel 1

Page 8: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Performance Appraisal

http://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdfhttp://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdf

Click here for the Performance Appraisal For Office Support Staff:

Home

New employees receive a performance appraisal around 60 days of employment.

All employees receive a written performance appraisal each year in the spring that is turned into Human Resources by May 1.

Each secretary has a wealth of knowledge and understanding of his/her role and how he/she supports the district mission.

The performance appraisal/annual evaluation is an opportunity to build on his/her expertise and make a meaningful contribution to Parkway as a world class learning institution.

Technology Competencies –(I Can) Proficiency Statements

Office Support Performance Appraisal Rubric

Please see links below for more information regarding evaluation criteria:

Back to Channel 1

Support Staff Standards

Page 9: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Home

Channel 1

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

Back to Channel 1

Department/BuildingWithin First Week

Human ResourcesWithin 3 Weeks

Communication/ Technology Basics(Within first 60 days)

New Employee Days 40 - 60

Orientation

Required Training Course Guide Resources

Navigation

Phase I

Channel 1Channel 2

Channel 3ConfidentialRange

Page 10: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Home

Channel 1

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

Back to Channel 1

Phase II – IV*Required Training

Course Guide Resources Communication/ Technology Basics

Professional Organizations & Certifications

Serve on District Committee

*Phase II

*Phase III - IV

Serve on Department/Building Committee

Channel 1Channel 2

Channel 3ConfidentialRange

Page 11: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Communication/Technology Basics

HomeBack to Phase I

New Employee

•Math & English• Basic test on Hiring or• manager can waive the requirement

•Alert Now

• Basic Computer Skills ** •Novell & Websites

• Internal• External

• Required District Training• GroupWise• WorkForce• PEERS

Communication

Computer Skills

• By Position

Job Specific

Starting January 2011(Within first 60 days)

** Basic computer skills including Basic Keyboarding Skills

Page 12: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

HomeBack to Phase II

• Math & English• AlertNow

• Basic Computer Skills**• Novell & Websites

• Internal • External

• Required District Training• GroupWise• WorkForce• PEERS

Communication

Computer Skills

• By Position

Job Specific

Current Employee

**Current employees can test out of Communication/ Technology Literacy or can attend class/take assessment within 18 months

Communication/Technology Basics Starting January 2011

Page 13: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Course Guide – Suggested Classes

GroupWise

Telephone Etiquette

ToshibaCopiers

BusinessWriting

CPR & FirstAid

TelephoneUse

ElectronicNewsletters

InfiniteCampus

Moodle

CustomerService

PEERS

• Folders• Calendar• Attachments• Format•Forward/Retract•Spell Check•Email Etiquette Learning Module

• Greeting• Questions/Inquiries• Problem solving• Customer Service• Telephone Customer Service

• Copy and collate• Scan documents• Remote print• Toshiba Copier Information

• District Telephone Use

• Health Services & Workshop Dates

• Grammar•Letters•Newsletters

• TBA

• Student Information• Parent Portal

• How to start a Moodle account

• Under Construction

• View Staff Development Profile• Register for workshops and classes

Click here to go to PEERS to view and register for classes

HomeBack to Phase I Back to Phase II

Page 14: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

ResourcesMicrosoft Office Online Tutorials

Parkway YouTube Tutorials

Support Staff Website

Technology WebsiteToshiba CopiersComputer SupportTelephone Support

District Conference

Tuition Reimbursement (after one year of employment)

Community SchoolAdministrative Professional Publications

Gregg Manual

HomeBack to Phase I Back to Phase II

Page 15: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Secretarial Certifications/Professional Organizations

The International Association of Administrative Professionals offers two certifications:Certified Professional Secretary (CPS)Certified Administrative Professional (CAP)Must submit application with fees

Click below for more information:http://www.iaap-hq.org

MOS certification (Microsoft Office Specialist- formerly MOUS Microsoft Office User Specialist) To demonstrate proficiency in the use of the Microsoft Office Products: Word, Excel, PowerPoint, Outlook, Access and Project.There are three levels: MOS Specialist, MOS Expert and MOS Master.http:// www.microsoft.com/learning/en/us/certification/mbc.aspx

MAEOP (Missouri Association of Educational Office Professionals)

SLCAEOP (St. Louis County Association of Educational Office Professionals.)Attn: Carol D. McCauleySLCAEOP Membership Chair

Normandy School District3855 Lucas & Hunt RoadSt. Louis, MO 63121

Attn: Becky O’RileyWaynesville R-VI Schools100 Lincoln LaneWaynesville, MO 65583

HomeBack to Phase II

Page 16: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Channel 2

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

School Secretary

Pay Channel Chart

Performance Appraisal

Home

Registrar

Support Staff Standards

Channel 1

Channel 2

Channel 3ConfidentialRange

Accounting Clerk School Accounts Secretary

Central Office Secretary

Library Materials Cataloger Assistant

Dispatcher (Transportation)

Field Trip Dispatcher

Job Descriptions

Library Materials Processor

Page 17: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

School Secretary Job Description_______________________________________________________________JOB TITLE: School Secretary/Registrar LOCATION: School

REPORTS TO: School Administrator FLSA STATUS: Non-Exempt

SALARY GRADE: Sec Channel 2 _______________________________________________________________POSITION SUMMARY

Perform standard office duties involving word processing, database, and spreadsheets under the direction

of School Principal. Manage student records and perform registrar responsibilities in accordance with

state and District guidelines. Prepare invoices for payment using District purchase order system and

perform other budget and accounting functions.

SPHERE AND SCOPE OF INFLUENCE

Position has school and community wide impact. Daily contacts include students, teachers and parents.

ESSENTIAL DUTIES• Maintain student attendance/records.• Manage all forms of student record keeping and reporting.• Generate progress reports/report cards. • Record grade changes and test scores.• Support coordination of student class schedules. • Process registration/withdrawal of students.• Issue work permits/college information.• Maintain budget records for school/departments.• Process purchase order requisitions/orders for payment.• Maintain master calendar.• Perform receptionist duties.• Manage inventory/supplies.• Coordinate discipline records/communications.• Coordinate bus assignments; VST/Parkway.• Submit and track work orders.• Report emergency repairs.• Maintains regular attendance.

MARGINAL DUTIES• Assist in field trip preparation.• Manage Use of Premises.• Communicate transportation information and issue bus passes. • Document student early departures/late arrivals.• Submit printing requests.• Distribute and record building key assignments

Page 2School Secretary/Registrar

• Handle petty cash/postage.• Complete periodic and annual reports/applications.• Maintain regular attendance.• Prepare for special events (i.e. assist in awards program, performances, etc.).• Register voters. • Assume backup for Principal’s Secretary.• Perform other duties as assigned.

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities.

QUALIFICATION REQUIREMENTS

High school education with a working knowledge of personal computer and computer software. Previous

experience in standard office procedures involving word processing, database, and spreadsheets.

PHYSICAL DEMANDS

• Standing, Sitting, Reaching, Grasping• Ability to lift an average of 30 pounds by hand. • Mobility to move in and around the building.

MENTAL DEMANDS

• Ability to communicate clearly both verbally and in writing.• Ability to read, learn and respond to a variety of subjects related to the function of District

operations.

ENVIRONMENTAL CONDITIONS

• Typical office conditions: Protection from weather conditions, but not necessarily from temperature changes. Worker not exposed substantially to adverse environmental conditions.

HomeBack to Channel 2

Page 18: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Registrar Job Description

HomeBack to Channel 2

Page 19: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Accounting Clerk Job Description

HomeBack to Channel 2

Page 20: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

School Accounts Secretary Job Description

HomeBack to Channel 2

Page 21: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Central Office Job Description

HomeBack to Channel 2

Page 22: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Dispatcher Job Description

HomeBack to Channel 2

Page 23: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Field Trip Dispatcher Job Description

HomeBack to Channel 2

Page 24: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Library Materials Cataloger Assistant Job Description

HomeBack to Channel 2

Page 25: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Library Materials Processor Job Description

Back to Channel 2 Home

Page 26: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Performance Appraisal

http://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdfhttp://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdf

Click here for the Performance Appraisal For Office Support Staff:

Home

New employees receive a performance appraisal around 60 days of employment.

All employees receive a written performance appraisal each year in the spring that is turned into Human Resources by May 1.

Each secretary has a wealth of knowledge and understanding of his/her role and how he/she supports the district mission.

The performance appraisal/annual evaluation is an opportunity to build on his/her expertise and make a meaningful contribution to Parkway as a world class learning institution.

Technology Competencies –(I Can) Proficiency Statements

Office Support Performance Appraisal Rubric

Please see links below for more information regarding evaluation criteria:

Support Staff Standards

Back to Channel 2

Page 27: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Channel 2

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

Home

Department/BuildingWithin First Week

Human ResourcesWithin 3 Weeks

Communication/ Technology Basics(Within first 60 days)

New Employee Days 40 - 60

Orientation

Required Training Course Guide Resources

Navigation

Phase I

Back to Channel 2

Channel 1

Channel 2

Channel 3ConfidentialRange

Page 28: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Channel 2

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

HomeBack to Channel 2

Phase II – IV*Required Training

Course Guide

Resources Communication/ Technology Basics

Serve on District Committee

*Phase II

*Phase III - IV

Serve on Department/Building Committee

Channel 1

Channel 2

Channel 3ConfidentialRange

Financial Professional Organizations

Secretarial Professional Organizations & Certifications

Page 29: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Communication/Technology Basics

HomeBack to Phase I

New Employee

•Math & English• Basic test on Hiring or• manager can waive the requirement

•Alert Now

• Basic Computer Skills ** •Novell & Websites

• Internal• External

• Required District Training• GroupWise• WorkForce• PEERS

Communication

Computer Skills

• By Position

Job Specific

Starting January 2011(Within first 60 days)

** Basic computer skills including Basic Keyboarding Skills

Page 30: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

HomeBack to Phase II

• Math & English• AlertNow

• Basic Computer Skills**• Novell & Websites

• Internal • External

• Required District Training• GroupWise• WorkForce• PEERS

Communication

Computer Skills

• By Position

Job Specific

Current Employee

**Current employees can test out of Communication/ Technology Literacy or can attend class/take assessment within 18 months

Communication/Technology Basics Starting January 2011

Page 31: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Course Guide – Suggested Classes

GroupWise

Telephone Etiquette

ToshibaCopiers

BusinessWriting

CPR & FirstAid

TelephoneUse

ElectronicNewsletters

InfiniteCampus

Moodle

CustomerService

PEERS

• Folders• Calendar• Attachments• Format•Forward/Retract•Spell Check•Email Etiquette Learning Module

• Greeting• Questions/Inquiries• Problem solving• Customer Service• Telephone Customer Service

• Copy and collate• Scan documents• Remote print• Toshiba Copier Information

• District Telephone Use

• Health Services & Workshop Dates

• Grammar•Letters•Newsletters

• TBA

• Student Information• Parent Portal

• How to start a Moodle account

• Under Construction

• View Staff Development Profile• Register for workshops and classes

Click here to go to PEERS to view and register for classes

HomeBack to Phase I Back to Phase II

Page 32: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

ResourcesMicrosoft Office Online Tutorials

Parkway YouTube Tutorials

Support Staff Website

Technology WebsiteToshiba CopiersComputer SupportTelephone Support

District Conference

Tuition Reimbursement (after one year of employment)

Community SchoolAdministrative Professional Publications

Gregg Manual

HomeBack to Phase I Back to Phase II

Page 33: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

HomeBack to Phase II

Financial Professional Organizations

Gateway Association of Payroll Professionals

AAPA (American Accounts Payable Association)AAPA Membership [email protected]

http://www.americanap.org/members/

Gateway Association of Payroll ProfessionalsPost Office Box 410556St. Louis, MO 63141Email: [email protected]

http://www.gatewaypayroll.org/contactus.cfm

The Accounts Payable NetworkThe Accounts Payable Network LLC2100 RiverEdge Parkway, Suite 380Atlanta, GA 30328866-827-6389Fax: [email protected]

http://www.theaccountspayablenetwork.com

Page 34: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

The International Association of Administrative Professionals offers two certifications:Certified Professional Secretary (CPS)Certified Administrative Professional (CAP)Must submit application with fees

Click below for more information:http://www.iaap-hq.org

MOS certification (Microsoft Office Specialist- formerly MOUS Microsoft Office User Specialist) To demonstrate proficiency in the use of the Microsoft Office Products: Word, Excel, PowerPoint, Outlook, Access and Project.There are three levels: MOS Specialist, MOS Expert and MOS Master.http:// www.microsoft.com/learning/en/us/certification/mbc.aspx

MAEOP (Missouri Association of Educational Office Professionals)

SLCAEOP (St. Louis County Association of Educational Office Professionals.)Attn: Carol D. McCauleySLCAEOP Membership Chair

Normandy School District3855 Lucas & Hunt RoadSt. Louis, MO 63121

Attn: Becky O’RileyWaynesville R-VI Schools100 Lincoln LaneWaynesville, MO 65583

HomeBack to Phase II

Secretarial Certifications/Professional Organizations

Page 35: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

Principal’s Secretary

Pay Channel Chart

Performance Appraisal

Home

Channel 3

Support Staff Standards

Channel 1 Channel 2

Channel 3Confidential

Range

Administrative Secretary

Purchasing/Accounting Specialist

Accounts Payable Specialist

Job Descriptions

Page 36: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Principal’s Secretary Job Description__________________________________________________________________________JOB TITLE: Principal’s Secretary LOCATION: School

REPORTS TO: School Administrator FLSA STATUS: Non-Exempt

SALARY GRADE: Sec Channel 3 REVIEW DATE: April 2008__________________________________________________________________________

POSITION SUMMARY

Perform standard office duties involving word processing, database, and spreadsheets under the direction

of the School Principal. Maintain attendance and personnel records for staff. Assist Principal with school

and District matters and prepare communications for specific assignments.

SPHERE AND SCOPE OF INFLUENCE

Position has school and community wide impact. Daily contacts include students, teachers and parents.

ESSENTIAL DUTIES

• Maintain staff attendance and personnel records.• Update emergency information. • Maintain in-service records.• Process timesheets for staff. • Type/file Summative reports/observations.• Coordinate staff substitutes.• Document staff development attendance/approval.• Process teachers’ class schedules.• Prepare correspondence for newsletters.• Prepare staff and student handbooks.• Develop buzz books.• Maintain regular attendance.

MARGINAL DUTIES

• Update directories and staff roster.• Manage extra duty schedule.• Coordinate telephone/building maps/intercom procedures. • Assist with special events if applicable, (i.e. awards programs, performances, etc.).• Update District policy and asbestos manuals, if applicable.• Coordinate textbook orders for staff.• Assume duties of school or staff secretary as needed.• Liaison to community/parent organizations.• Perform other duties as assigned.

Page 2Principal’s Secretary

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities

QUALIFICATION REQUIREMENTS

High school education with a working knowledge of personal computer and computer software. Knowledge of District/school policies. Minimum of 2 years experience working in an office

environment using procedures involving word processing, databases, and spreadsheets. Excellent

interpersonal skills and the ability to relate to diverse groups of people.

PHYSICAL DEMANDS

• Standing, Sitting, Reaching, Grasping.• Ability to lift an average of 30 pounds by hand. • Mobility to move in and around the building.

MENTAL DEMANDS

• Ability to communicate clearly both verbally and in writing. Ability to work under pressure and to maintain confidentiality. Ability to read, learn and respond to a variety of subjects related to the function of District operations.

ENVIRONMENTAL CONDITIONS

• Typical office conditions: Protection from weather conditions, but not necessarily from temperature changes.

• Worker not exposed substantially to adverse environmental conditions.

HomeBack to Channel 3

Page 37: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Administrative Secretary Job Description___________________________________________________________________________JOB TITLE: Administrative Secretary DEPARTMENT: Operations

REPORTS TO: Building Administrator FLSA STATUS: Non-Exempt

SALARY GRADE: Sec Channel 3 REVIEW DATE: April 2003___________________________________________________________________________

POSITION SUMMARY

Perform standard office duties involving word processing, database, and spreadsheets under the direction

of a department director. Maintain attendance and personnel records for staff. Prepare invoices for

payment using District purchase order system and perform other budget and accounting functions.

SPHERE AND SCOPE OF INFLUENCE

Position may have District and community wide impact Contacts may include other District personnel,

contractors, vendors, government agencies or District residents.

ESSENTIAL DUTIES

• Assist District officials with administrative matters.• Maintain staff attendance and personnel records.• Create and revise correspondence.• Maintain budget records.• Prepare departmental programs and booklets.• Process purchase order requisitions and orders for payment.• Manage and maintain files. • Coordinate supervisor’s calendar. • Prepare/organize meetings.• Prepare mailings for interoffice and outgoing mail.• Complete periodic and annual reports.• Handle public inquiries.• Maintain regular attendance.

MARGINAL DUTIES

• Perform receptionist duties. • Maintain asbestos records and district manuals, if applicable. • Assume duties of other office secretaries.• Process and distribute mail.• Handle petty cash/postage.• Manage inventory/supplies. • Submit printing requests. • Perform other duties as assigned.

Page 2Administrative Secretary

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities

QUALIFICATION REQUIREMENTS

High school education with working knowledge of personal computer and computer software. Minimum

of 2 years’ experience working in an office environment using procedures involving word processing,

databases, and spreadsheets. Excellent interpersonal skills and the ability to relate to diverse groups of

people. Ability to work under pressure and to maintain confidentiality.

PHYSICAL DEMANDS

• Ability to sit for long periods at computer, and also to reach, grasp and move in and around building.

• Ability to lift an average of 30 pounds by hand.

MENTAL DEMANDS

• Ability to communicate clearly both verbally and in writing. • Ability to function effectively in a multi-tasking, deadline oriented environment• Flexibility to adapt to changing operational conditions • Excellent interpersonal and public relations skills• Ability to read, learn and respond to a variety of subjects related to the function of District

operations.

ENVIRONMENTAL CONDITIONS

• Typical office conditions: Protection from weather conditions, but not necessarily from temperature changes.

• Worker not exposed substantially to adverse environmental conditions.

HomeBack to Channel 3

Page 38: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Purchasing/Accounting Specialist Job Description

HomeBack to Channel 3

Page 39: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Accounts Payable Specialist Job Description

HomeBack to Channel 3

Page 40: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Performance Appraisal

http://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdfhttp://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdf

Click here for the Performance Appraisal For Office Support Staff:

Home

New employees receive a performance appraisal around 60 days of employment.

All employees receive a written performance appraisal each year in the spring that is turned into Human Resources by May 1.

Each secretary has a wealth of knowledge and understanding of his/her role and how he/she supports the district mission.

The performance appraisal/annual evaluation is an opportunity to build on his/her expertise and make a meaningful contribution to Parkway as a world class learning institution.

Technology Competencies –(I Can) Proficiency Statements

Office Support Performance Appraisal Rubric

Please see links below for more information regarding evaluation criteria:

Support Staff Standards

Back to Channel 3

Page 41: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

HomeBack to Channel 3

Phase I

Department/BuildingWithin First Week

Human ResourcesWithin 3 Weeks

Communication/ Technology Basics(Within first 60 days)

New Employee Days 40 - 60

Orientation

Required Training Course Guide Resources

Navigation

Channel 3Channel 1 Channel 2

Channel 3Confidential

Range

Page 42: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

HomeBack to Channel 3

Serve on District Committee

*Phase II

*Phase III - IV

Serve on Department/Building Committee

Channel 3Channel 1 Channel 2

Channel 3Confidential

Range

Phase II – IV*Required Training

Course Guide

Resources Communication/ Technology Basics

Financial Professional Organizations

Secretarial Professional Organizations & Certifications

Page 43: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Communication/Technology Basics

HomeBack to Phase I

New Employee

•Math & English• Basic test on Hiring or• manager can waive the requirement

•Alert Now

• Basic Computer Skills ** •Novell & Websites

• Internal• External

• Required District Training• GroupWise• WorkForce• PEERS

Communication

Computer Skills

• By Position

Job Specific

Starting January 2011(Within first 60 days)

** Basic computer skills including Basic Keyboarding Skills

Page 44: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

HomeBack to Phase II

• Math & English• AlertNow

• Basic Computer Skills**• Novell & Websites

• Internal • External

• Required District Training• GroupWise• WorkForce• PEERS

Communication

Computer Skills

• By Position

Job Specific

Current Employee

**Current employees can test out of Communication/ Technology Literacy or can attend class/take assessment within 18 months

Communication/Technology Basics Starting January 2011

Page 45: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Course Guide – Suggested Classes

GroupWise

Telephone Etiquette

ToshibaCopiers

BusinessWriting

CPR & FirstAid

TelephoneUse

ElectronicNewsletters

InfiniteCampus

Moodle

CustomerService

PEERS

• Folders• Calendar• Attachments• Format•Forward/Retract•Spell Check•Email Etiquette Learning Module

• Greeting• Questions/Inquiries• Problem solving• Customer Service• Telephone Customer Service

• Copy and collate• Scan documents• Remote print• Toshiba Copier Information

• District Telephone Use

• Health Services & Workshop Dates

• Grammar•Letters•Newsletters

• TBA

• Student Information• Parent Portal

• How to start a Moodle account

• Under Construction

• View Staff Development Profile• Register for workshops and classes

Click here to go to PEERS to view and register for classes

HomeBack to Phase I Back to Phase II

Page 46: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

ResourcesMicrosoft Office Online Tutorials

Parkway YouTube Tutorials

Support Staff Website

Technology WebsiteToshiba CopiersComputer SupportTelephone Support

District Conference

Tuition Reimbursement (after one year of employment)

Community SchoolAdministrative Professional Publications

Gregg Manual

HomeBack to Phase I Back to Phase II

Page 47: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

HomeBack to Phase II

Financial Professional Organizations

Gateway Association of Payroll Professionals

AAPA (American Accounts Payable Association)AAPA Membership [email protected]

http://www.americanap.org/members/

The Accounts Payable NetworkThe Accounts Payable Network LLC2100 RiverEdge Parkway, Suite 380Atlanta, GA 30328866-827-6389Fax: [email protected]

http://www.theaccountspayablenetwork.com

Gateway Association of Payroll ProfessionalsPost Office Box 410556St. Louis, MO 63141Email: [email protected]

http://www.gatewaypayroll.org/contactus.cfm

Page 48: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

The International Association of Administrative Professionals offers two certifications:Certified Professional Secretary (CPS)Certified Administrative Professional (CAP)Must submit application with fees

Click below for more information:http://www.iaap-hq.org

MOS certification (Microsoft Office Specialist- formerly MOUS Microsoft Office User Specialist) To demonstrate proficiency in the use of the Microsoft Office Products: Word, Excel, PowerPoint, Outlook, Access and Project.There are three levels: MOS Specialist, MOS Expert and MOS Master.http:// www.microsoft.com/learning/en/us/certification/mbc.aspx

MAEOP (Missouri Association of Educational Office Professionals)

SLCAEOP (St. Louis County Association of Educational Office Professionals.)Attn: Carol D. McCauleySLCAEOP Membership Chair

Normandy School District3855 Lucas & Hunt RoadSt. Louis, MO 63121

Attn: Becky O’RileyWaynesville R-VI Schools100 Lincoln LaneWaynesville, MO 65583

HomeBack to Phase II

Secretarial Certifications/Professional Organizations

Page 49: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

Confidential Executive Secretary

Pay Channel Chart

Performance Appraisal

Home

Confidential Range

Support Staff Standards

Channel 1 Channel 2

Channel 3ConfidentialRange

Assistant to the Controller

Benefits Specialist

Payroll Accountant

Confidential Benefits Specialist

Confidential Specialist

Core Data Specialist

Payroll Specialist

Substitute Caller Confidential Secretary

HR Specialist

Job Descriptions

Page 50: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Confidential Executive Secretary Job Description______________________________________________________________________________JOB TITLE: Confidential Executive Secretary DEPARTMENTS: Multi-unit Departments

REPORTS TO: Superintendent, Assistant Superintendent or Director of multi-unit departments

SALARY GRADE: PS&C (Grade 15C) FLSA STATUS: Non-Exempt____________________________________________________________________________

POSITION SUMMARY

This is a senior level secretarial position that supports the administrative needs of theSuperintendent, Assistant Superintendent or an Administrator who manages a Division or a variety of affiliated departments managed by Director(s) or Managers(s) reporting to the Supervising Administrator. The position frequently handles confidential matters including sensitive correspondence and reports from the Superintendent and/or the Board of Education. In addition, the confidential executive secretary position performs office duties involving word processing, database, and spreadsheets under the direction of the Division Administrator. Assist Administrator by preparing communications for specific assignments, handling confidential correspondence, doing research and preparing reports as requested. The position provides coordination and support of the Administrators work with human resources, budgeting, purchasing, project coordination and tracking, policy and procedural matters, calendar maintenance and filing systems.

SPHERE AND SCOPE OF INFLUENCE

This highest-level district secretarial position is distinguished from other secretarial positions by the scope of the position which supports a variety of affiliated departments or programs. The position has district and community wide impact. Working relationships may include other district personnel, contractors, vendors, government agencies, school personnel or district residents. At times t his position takes on responsibilities that directly interact with the Superintendent of Schools and the Board of Education.

ESSENTIAL DUTIES

• Directly support the administrative needs for a variety of affiliated departments or programs• Handle confidential matters when needed with Superintendent, Superintendent’s Council and/or the

BOE• Create and revise (confidential) correspondence, memos, charts, tables, graphs, business plans, visual

presentations, etc.• Maintain and coordinate calendar for Director/Assistant Superintendent• Maintain budget records• Schedule and organize complex activities including preparing/organizing meetings and department

activities• Complete periodic and annual reports• Handle public inquiries• Process purchase order requisitions and orders for payment• Manage and maintain files• Process mail and determine level of priority• Update emergency information• Prepare mailings for interoffice & outgoing mail• Update district policy and manuals as directed by management• Liaison to community/schools• Maintain regular attendance

MARGINAL DUTIES

• Assist with special events if applicable• Work within a team on special and nonrecurring and ongoing projects• Perform other duties as assigned

Page 2Confidential Executive Secretary

SUPERVISORY RESPONSIBILITIES

No supervisory responsibilities

QUALIFICATION REQUIREMENTS

• Associate’s degree or Secretarial/Business College degree• Excellent computer skills including proficiency in Word, Excel, Access and PowerPoint with working

knowledge of advanced features of Microsoft Office programs; able to train more junior secretaries• Knowledge in budget preparation, review and analysis• Knowledge of district policy and procedure• Deadline and detail oriented• Strong problem solving skills and a strong orientation to office management• Skill and experience in supporting Human Resource functions• Familiarity with schools, school administrators and support functions• Excellent interpersonal and communications skills to handle sensitive and confidential situations.

Position continually requires demonstrated poise, tact and diplomacy• Strong interest in teamwork approach• Excellent writing, proofreading and editing skills• Experience mentoring other support staff personnel• Able to work well with all levels within the district and with outside agencies as required• Page 3• Confidential Executive Secretary

PHYSICAL DEMANDS

• Sitting, standing, reaching, grasping; may include long periods of sitting at desk using computer and repetitive wrist motion; ability to move in and around buildings or to leap over tall buildings whenever needed

MENTAL DEMANDS

• Ability to communicate clearly both verbally and in writing • Excellent interpersonal and public relations skills • Ability to work under pressure and to maintain confidentiality• Ability to read, learn, and respond to a variety of subjects related to the function of a variety of

departments • Continual attention to detail and close visual acuity in order to perform such activities as composing,

typing, preparing data and figures, viewing computer terminal, reading and inspecting documents• Able to work in a fast paced environment with demonstrated ability to juggle multiple competing tasks

and demands

• ENVIRONMENTAL CONDITIONS

• Typical office conditions: protection from weather conditions, but not necessarily from temperature changes. Worker not exposed substantially to adverse environmental conditions.

HomeBack to Confidential Range

Page 51: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Assistant to the Controller Job Description

HomeBack to Confidential Range

Page 52: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Benefits Specialist Job Description

HomeBack to Confidential Range

Page 53: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Payroll Accountant Job Description

HomeBack to Confidential Range

Page 54: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Confidential Benefits Specialist Job Description

HomeBack to Confidential Range

Page 55: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Confidential Specialist Job Description

HomeBack to Confidential Range

Page 56: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Core Data Specialist Job Description

HomeBack to Confidential Range

Page 57: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Payroll Specialist Job Description

HomeBack to Confidential Range

Page 58: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Substitute Caller Job Description

HomeBack to Confidential Range

Page 59: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Confidential Secretary Job Description

HomeBack to Confidential Range

Page 60: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Human Resources Specialist Job Description

HomeBack to Confidential Range

Page 61: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Performance Appraisal

http://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdfhttp://www.pkwy.k12.mo.us/inside/staffDev/Support/file/OfficeSupport%20Staff%20PerfAppraisal11_1(1).pdf

Click here for the Performance Appraisal For Office Support Staff:

New employees receive a performance appraisal around 60 days of employment.

All employees receive a written performance appraisal each year in the spring that is turned into Human Resources by May 1.

Each secretary has a wealth of knowledge and understanding of his/her role and how he/she supports the district mission.

The performance appraisal/annual evaluation is an opportunity to build on his/her expertise and make a meaningful contribution to Parkway as a world class learning institution.

Technology Competencies –(I Can) Proficiency Statements

Office Support Performance Appraisal Rubric

Please see links below for more information regarding evaluation criteria:

Support Staff Standards

HomeBack to Confidential Range

Page 62: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

Home

Confidential Range

Phase I

Department/BuildingWithin First Week

Human ResourcesWithin 3 Weeks

Communication/ Technology Basics(Within first 60 days)

New Employee Days 40 - 60

Orientation

Required Training Course Guide Resources

Navigation

Back to Confidential Range

Channel 1 Channel 2

Channel 3ConfidentialRange

Page 63: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Orientation

Phase IDays 1 – 60

NavigationPhase I

Days 61 – End of First Year

Phase IIYears 2 – 4

Phase IIIYears 5 - 10

Phase IVYears 11+

Phase I Phase II - IV

Home

Confidential Range

Back to Confidential Range

Serve on District Committee

*Phase II

*Phase III - IV

Serve on Department/Building Committee

Channel 1 Channel 2

Channel 3ConfidentialRange

Phase II – IV*Required Training

Course Guide

Resources Communication/ Technology Basics

Financial Professional Organizations

Secretarial Professional Organizations & Certifications

Page 64: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Communication/Technology Basics

HomeBack to Phase I

New Employee

•Math & English• Basic test on Hiring or• manager can waive the requirement

•Alert Now

• Basic Computer Skills ** •Novell & Websites

• Internal• External

• Required District Training• GroupWise• WorkForce• PEERS

Communication

Computer Skills

• By Position

Job Specific

Starting January 2011(Within first 60 days)

** Basic computer skills including Basic Keyboarding Skills

Page 65: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

HomeBack to Phase II

• Math & English• AlertNow

• Basic Computer Skills**• Novell & Websites

• Internal • External

• Required District Training• GroupWise• WorkForce• PEERS

Communication

Computer Skills

• By Position

Job Specific

Current Employee

**Current employees can test out of Communication/ Technology Literacy or can attend class/take assessment within 18 months

Communication/Technology Basics Starting January 2011

Page 66: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

Course Guide – Suggested Classes

GroupWise

Telephone Etiquette

ToshibaCopiers

BusinessWriting

CPR & FirstAid

TelephoneUse

ElectronicNewsletters

InfiniteCampus

Moodle

CustomerService

PEERS

• Folders• Calendar• Attachments• Format•Forward/Retract•Spell Check•Email Etiquette Learning Module

• Greeting• Questions/Inquiries• Problem solving• Customer Service• Telephone Customer Service

• Copy and collate• Scan documents• Remote print• Toshiba Copier Information

• District Telephone Use

• Health Services & Workshop Dates

• Grammar•Letters•Newsletters

• TBA

• Student Information• Parent Portal

• How to start a Moodle account

• Under Construction

• View Staff Development Profile• Register for workshops and classes

Click here to go to PEERS to view and register for classes

HomeBack to Phase I Back to Phase II

Page 67: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

ResourcesMicrosoft Office Online Tutorials

Parkway YouTube Tutorials

Support Staff Website

Technology WebsiteToshiba CopiersComputer SupportTelephone Support

District Conference

Tuition Reimbursement (after one year of employment)

Community SchoolAdministrative Professional Publications

Gregg Manual

HomeBack to Phase I Back to Phase II

Page 68: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

HomeBack to Phase II

Financial Professional Organizations

Gateway Association of Payroll Professionals

AAPA (American Accounts Payable Association)AAPA Membership [email protected]

http://www.americanap.org/members/

The Accounts Payable NetworkThe Accounts Payable Network LLC2100 RiverEdge Parkway, Suite 380Atlanta, GA 30328866-827-6389Fax: [email protected]

http://www.theaccountspayablenetwork.com

Gateway Association of Payroll ProfessionalsPost Office Box 410556St. Louis, MO 63141Email: [email protected]

http://www.gatewaypayroll.org/contactus.cfm

Page 69: Parkway School District Professional Development Model for Secretarial Salary Schedule SecschsalPDMem/ August 2010

The International Association of Administrative Professionals offers two certifications:Certified Professional Secretary (CPS)Certified Administrative Professional (CAP)Must submit application with fees

Click below for more information:http://www.iaap-hq.org

MOS certification (Microsoft Office Specialist- formerly MOUS Microsoft Office User Specialist) To demonstrate proficiency in the use of the Microsoft Office Products: Word, Excel, PowerPoint, Outlook, Access and Project.There are three levels: MOS Specialist, MOS Expert and MOS Master.http:// www.microsoft.com/learning/en/us/certification/mbc.aspx

MAEOP (Missouri Association of Educational Office Professionals)

SLCAEOP (St. Louis County Association of Educational Office Professionals.)Attn: Carol D. McCauleySLCAEOP Membership Chair

Normandy School District3855 Lucas & Hunt RoadSt. Louis, MO 63121

Attn: Becky O’RileyWaynesville R-VI Schools100 Lincoln LaneWaynesville, MO 65583

HomeBack to Phase II

Secretarial Certifications/Professional Organizations