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The Business Office Secretary handles general secretarial and office management responsibilities relative to drafting correspondence, documents, typing, filing and records maintenance. Performs varied Business Office work and interfaces with employees, vendors, and rental clients.

Responsibilities include:

• Performing clerical tasks and functions
• Receiving and distributing incoming calls, messages and correspondence to appropriate staff members
• Functioning as receptionist to incoming staff members, vendors, rental clients, and all visitors to the Business Office
• Serving as the point of contact for all buildings within East Haven Public Schools for rental events internally and externally
• Creating quote/contract for rental events in accordance with school board policies and guidelines and in conjunction with business office leadership
• Serving as the primary point of contact for internal staff and external organizations regarding facility availability and reservations, guidelines, and rental requirements
• Documenting payments received and collecting all necessary paperwork for all external rental events
• Resolving scheduling conflicts, cancellations and complaints efficiently and professionally to maintain positive community relations
• Preparing a variety of reports; some of a highly confidential nature
• Preparing and processing purchase requests for a wide variety of materials and supplies in accordance with well-defined procedures
• Maintaining required personnel and financial records in connection with Federal and State guidelines
• Arranging and making preparations for meetings

Minimum qualifications/skills and knowledge requirements include:

• Excellent command of the English language (bilingual in Spanish is a plus)
• Knowledge of secretarial, office administrative procedures, and knowledge of use and operation of standard office equipment
• Knowledge of a variety of computer software and online applications in word processing, spreadsheets, database, student information management systems and presentation software
• Ability to act with considerable latitude in the exercise of personal judgement
• High level of interpersonal skills, to work with staff, students, parents, and public and to handle sensitive and confidential situations
• Demonstrated poise, tact, and diplomacy
• Analytical ability to gather and summarize data for reports, find solutions to various administrative problems, and prioritize work
• Continual attention to detail in composing, typing, and proofing materials, establishing priorities, and meeting deadlines

Physical and mental demands/work environment include:

• Ability to see and read objects closely
• Ability to hear normal sounds with background noise
• Ability to learn and acquire an understanding of new information, methodologies and techniques
• Ability to work in an office or school setting subject to interruptions and heavy work volume expectations
• Ability to get from one location in the office or work sites(s) to other locations in primary office or work sites
• Ability to sit for long periods of time
• Ability to reach and bend, and push/pull or lift objects less than thirty (30) pounds
• Ability to perform manipulative skills such as writing, collating, using a keyboard and/or calculator with speed and accuracy for long periods of time
• Ability to concentrate on detail and issue with some interruption, pressure and changing priorities
• Memory to perform multiple and diverse tasks over long periods of time and the ability to remember information that has been previously learned
• Ability to use knowledge and reasoning to solve routine problems
• Ability to learn and apply new information, technology and legislation applicable to departmental activities
• Ability to distinguish between public and confidential information and handle appropriately

East Haven Public Schools is an equal opportunity employer. Minorities, females, handicapped, and veterans are encouraged to apply.