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Administrative Secretary, 1.0FTE - Hot Springs School District

Posted on 2022-09-22 2:21:01 PM

Listing expires 2022-11-21 12:00:00 AM

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Start Your Online Application Now<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.applitrack.com%2Fbhssc%2FOnlineApp%2FJobPostings%2FView.asp%3FAppliTrackJobId%3D3616&data=05%7C01%7Cscsu-edpost%40stcloudstate.edu%7C568e814ced9c4962fdc608da9ccf9471%7C5011c7c60ab446ab9ef4fae74a921a7f%7C0%7C0%7C637994712614171134%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=5XwPgRpQYscrBYK%2FKVzKcK%2BSj9VhZbTKT1FCkJTAJ2A%3D&reserved=0> Date of Availability: Immediately Date Closing: Open Until Filled The Hot Springs School District 23-2 is looking for an energetic and professional Administrative Secretary to join our team. Hours will be Monday thru Thursday, 7:30am to 4:00pm, and possible Fridays, if needed. Current hiring schedule is $13.75 to $14.50, Salary DOE. If interested please apply online at www.hssd.k12.sd.us. Any questions regarding the position should be directed to Wendy Bilbruck at wendy.bilbruck@k12.sd.us. HOT SPRINGS SCHOOL DISTRICT 23-2 JOB DESCRIPTION FOR ADMINISTRATIVE SECRETARY PRIMARY FUNCTION: Serves as a confidential Administrative Secretary for the District Administration Office to the Superintendent, Business Manager and office staff providing clerical and administrative support. Confidentiality is a critical function of this position. Work assignments involve making daily decisions pertaining to the type and amount of work to be completed based on the administrative goals, priorities, and commitments. QUALIFICATIONS: * A minimum of two (2) years of experience preferred which is directly related to the position and assigned duties. The experience must have equipped the applicant with the knowledge, skills, and abilities to successfully perform the duties of the position. Preference will be given to applicants with more than the minimum experience. * A minimum of a high school diploma required. Preference will be given to the applicant with a minimum of two (2) years of post-high school education obtained in an accredited business, secretarial or technical school, junior college, college, or university. * It is critical that the applicant exhibit poise and tact, have good communication skills (both oral and written.), good "people" skills, appropriate keyboarding skills including speed and accuracy and respect the confidentiality of information to which he/she has access. * The applicant must be comfortable working with PC based computer applications, be proficient in working with Microsoft based applications including Outlook, Word, Excel including creating and printing reports, as well as familiar with databases and on-line database applications. * Must be willing and comfortable about seeking assistance and asking questions when help is needed. * Must be able to operate and maintain office equipment including copiers, fax machines, postage meters. DUTIES: The applicant serves as the Administrative Secretary for the District Administration office. Receives visitors or business callers in person or by telephone. Ascertains the nature of their business, provides the desired information by drawing on his/her own knowledge, or refers calls/visitors to the appropriate individual. Assures that messages are related promptly and accurately. * Coordinates and aides in the distribution of the monthly School Board agendas and board member information packets. * Maintains a Google calendar of school vehicles for district employees use, referring information to the Business Manager concerning scheduling of vehicles. * Manages alternative instruction notifications for public school exemptions forms by sending copies of the approved forms to the state, school district, and parents. Distributes spreadsheets of the approved forms to the appropriate district administrators. * Arranges to obtain and prepare outgoing mail and handle all incoming and outgoing mail. * Assuring all district files are in proper order and all files are easily identified and retrievable. * May be asked to arrange travel for all staff, including making hotel reservations, keeping in contact with staff on travel status. * Provide support with cross training to Accounts Payable and Payroll on entering invoices, basic payroll data entry into the Accounting Software, and support the on-boarding procedures for the Administration Department. * Deliver bank deposits to the local bank. Manage cash bags for various school activities. * Maintain emergency closing procedures as needed. * Maintain district website and social media accounts with current updates and communications by working with the Superintendent on correspondences and communications. Ensures correct punctuation, capitalization, spelling, grammar, and proper formatting. * Applicant must be sufficiently aware of the total operations of the district and administrative offices to be able to manage effectively during the Superintendent's absence with assistance from the Business Manager. * Assist Payroll by maintaining the Frontline program by updating timecards, post open position postings and staff leave requests. * Assist Lead Bus Driver and Maintenance/Transportation Director with maintaining bus route lists and requisitions for the department. * All other duties as assigned. FACTORS: * The applicant is under the supervision of the Superintendent and Business Manager. * The applicant performs a variety of clerical and technical duties and assists the district administration staff in the general support functions in the district. The applicant applies a variety of procedures and interpersonal relationships with staff members in carrying out duties. * Provides and exchanges information regarding the school administration functions, resolving problems concerning assignments, and producing a completed project. * Must be able to lift 50 pounds for mail and package distribution. The work is sedentary most of the time with no special physical exertion; however, occasionally light duty work such as standing, lifting and inter-office travel may be required. * Work is performed primarily in an office setting. Work environment is usually suitable for performance of work. REVISED 09/22/2022 Hot Springs School District uses the applicant tracking<https://nam02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fwww.frontlineeducation.com%2Fsolutions%2Frecruiting-hiring%2F&data=05%7C01%7Cscsu-edpost%40stcloudstate.edu%7C568e814ced9c4962fdc608da9ccf9471%7C5011c7c60ab446ab9ef4fae74a921a7f%7C0%7C0%7C637994712614171134%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=mqhdynfocTtQnn%2Bb5KB64LBVlKlUwXTM888ZFg8DPzM%3D&reserved=0> system from Frontline Education to manage employment applications online This email may contain information that is confidential or attorney-client privileged and may constitute inside information. The contents of this email are intended only for the recipient(s) listed above. If you are not the intended recipient, you are directed not to read, disclose, distribute or otherwise use this transmission. If you have received this email in error, please notify the sender immediately and delete the transmission. Delivery of this message is not intended to waive any applicable privileges.
Start Your Online Application Now


Date of Availability: Immediately
Date Closing: Open Until Filled
The Hot Springs School District 23-2 is looking for an energetic and professional Administrative Secretary to join our team.  Hours will be Monday thru Thursday, 7:30am to 4:00pm, and possible Fridays, if needed.  Current hiring schedule is $13.75 to $14.50, Salary DOE.  If interested please apply online at www.hssd.k12.sd.us.  Any questions regarding the position should be directed to Wendy Bilbruck at wendy.bilbruck@k12.sd.us.


HOT SPRINGS SCHOOL DISTRICT 23-2
JOB DESCRIPTION FOR
ADMINISTRATIVE SECRETARY
 
PRIMARY FUNCTION:
Serves as a confidential Administrative Secretary for the District Administration Office to the Superintendent, Business Manager and office staff providing clerical and administrative support. Confidentiality is a critical function of this position. Work assignments involve making daily decisions pertaining to the type and amount of work to be completed based on the administrative goals, priorities, and commitments.
 
QUALIFICATIONS:
  •  A minimum of two (2) years of experience preferred which is directly related to the position and assigned duties. The experience must have equipped the applicant with the knowledge, skills, and abilities to successfully perform the duties of the position. Preference will be given to applicants with more than the minimum experience.
  •  A minimum of a high school diploma required.  Preference will be given to the applicant with a minimum of two (2) years of post-high school education obtained in an accredited business, secretarial or technical school, junior college, college, or university. 
  • It is critical that the applicant exhibit poise and tact, have good communication skills (both oral and written.), good "people" skills, appropriate keyboarding skills including speed and accuracy and respect the confidentiality of information to which he/she has access.
  •  The applicant must be comfortable working with PC based computer applications, be proficient in working with Microsoft based applications including Outlook, Word, Excel including creating and printing reports, as well as familiar with databases and on-line database applications. 
  • Must be willing and comfortable about seeking assistance and asking questions when help is needed.
  •  Must be able to operate and maintain office equipment including copiers, fax machines, postage meters. 
 
DUTIES:
 
The applicant serves as the Administrative Secretary for the District Administration office. Receives visitors or business callers in person or by telephone. Ascertains the nature of their business, provides the desired information by drawing on his/her own knowledge, or refers calls/visitors to the appropriate individual. Assures that messages are related promptly and accurately.
  • Coordinates and aides in the distribution of the monthly School Board agendas and board member information packets.
  •  Maintains a Google calendar of school vehicles for district employees use, referring information to the Business Manager concerning scheduling of vehicles. 
  • Manages alternative instruction notifications for public school exemptions forms by sending copies of the approved forms to the state, school district, and parents. Distributes spreadsheets of the approved forms to the appropriate district administrators.
  •  Arranges to obtain and prepare outgoing mail and handle all incoming  and outgoing mail. 
  • Assuring all district files are in proper order and all files are easily identified and retrievable.
  •  May be asked to arrange travel for all staff, including making hotel reservations, keeping in contact with staff on travel status. 
  • Provide support with cross training to Accounts Payable and Payroll on entering invoices, basic payroll data entry into the Accounting Software, and support the on-boarding procedures for the Administration Department.
  •  Deliver bank deposits to the local bank.  Manage cash bags for various school activities. 
  • Maintain emergency closing procedures as needed.
  •  Maintain district website and social media accounts with current updates and communications by working with the Superintendent on correspondences and communications. Ensures correct punctuation, capitalization, spelling, grammar, and proper formatting. 
  • Applicant must be sufficiently aware of the total operations of the district and administrative offices to be able to manage effectively during the Superintendent's absence with assistance from the Business Manager.
  •  Assist Payroll by maintaining the Frontline program by updating timecards, post open position postings and staff leave requests. 
  • Assist Lead Bus Driver and Maintenance/Transportation Director with maintaining bus route lists and requisitions for the department.
  •  All other duties as assigned. 
FACTORS:
  •  The applicant is under the supervision of the Superintendent and Business Manager. 
  • The applicant performs a variety of clerical and technical duties and assists the district administration staff in the general support functions in the district. The applicant applies a variety of procedures and interpersonal relationships with staff members in carrying out duties.
  • Provides and exchanges information regarding the school administration functions, resolving problems concerning assignments, and producing a completed project.
  • Must be able to lift 50 pounds for mail and package distribution. The work is sedentary most of the time with no special physical exertion; however, occasionally light duty work such as standing, lifting and inter-office travel may be required.
  • Work is performed primarily in an office setting. Work environment is usually suitable for performance of work.
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
 
REVISED 09/22/2022

 

Hot Springs School District uses the applicant tracking system from Frontline Education to manage employment applications online



This email may contain information that is confidential or attorney-client privileged and may constitute inside information. The contents of this email are intended only for the recipient(s) listed above. If you are not the intended recipient, you are directed not to read, disclose, distribute or otherwise use this transmission. If you have received this email in error, please notify the sender immediately and delete the transmission. Delivery of this message is not intended to waive any applicable privileges.