Confidential Secretary Finance and Operations

Burlington Public Schools - Burlington, MA

Full-time - Entry Level

Burlington, MA

Educational Services

About the position

The Confidential Secretary for Finance and Operations plays a crucial role in supporting the Finance and Business Operations Departments by performing record-keeping and administrative secretarial work. This position is responsible for enhancing the efficiency and effectiveness of departmental operations, requiring a thorough understanding of office procedures and the ability to handle confidential information. The role involves significant interaction with various stakeholders, including school personnel, the public, and external agencies, ensuring smooth communication and operational support.

Responsibilities

• Provides administrative support to the School Business Manager and the Director of Operations.
• Assists in matters relating to personnel and union activities, including preparing correspondence and maintaining records.
• Maintains personnel files for custodial, clerical, and cafeteria employees.
• Answers telephones, takes messages, and replies to questions.
• Greets employees and members of the public entering the Business Office.
• Maintains accurate departmental records and an organized filing system.
• Prepares detailed reports and provides them to organizations or individuals as requested.
• Monitors time sheets and attendance for custodial and maintenance employees and submits bi-weekly summaries to payroll.
• Prepares reports of wages to be billed to third parties, issues invoices, and tracks payments in the rental software system.
• Maintains a list of substitute custodians and arranges for custodial coverage as needed.
• Assigns work task orders to contractors and maintenance personnel and follows up on open work orders.
• Prepares job postings, coordinates the application and interview process, checks references, and prepares appointment letters.
• Coordinates the lottery system for temporary summer employment.
• Maintains a database of employees and regulates heat and air conditioning as needed.
• Prepares security badges for all school personnel and programs building access levels.
• Assists the Business Manager with procurements in accordance with Federal, State & local requirements.
• Coordinates fitting and ordering of custodial clothing and confirms receipt of goods and services for invoices.

Requirements

• High school diploma with courses in office procedures and business practices required.
• Associates degree or higher in a related field preferred.
• Two years of progressively responsible office experience or any equivalent combination of education and experience.
• Thorough knowledge of office procedures, practices, and terminology.
• Good working knowledge of office and data processing equipment, business arithmetic, and American business English.

Nice-to-haves

• Municipal or other relevant experience is desirable.

Benefits

• Salary commensurate with experience and qualifications.
• Opportunity to work in a diverse environment that reflects the student population.