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Pittsburgh

    Executive Assistant - Pittsburgh, United States - Pittsburgh Public Schools

    Pittsburgh Public Schools
    Pittsburgh Public Schools Pittsburgh, United States

    4 weeks ago

    Default job background
    Description
    Other - Position - Non-Certified

    Job Number

    Start Date

    Open Date 02/06/2024

    Closing Date 05/06/2024


    Pittsburgh Public Schools employs over 4,000 individuals in various capacities to support the academic achievement and strength of character of the 25,000 students we serve.

    Under the supervision of the Chief of School District Safety the Executive Assistant is responsible for supporting the administrative functions and general operations of the School Safety division.

    Reports To Chief of School District Safety

    Salary
    Secretarial-Clerical Salary Schedule, Level 9 (Starting Salary $3,904.19/monthly)

    12 Month Position

    Qualifications
    Candidates must be enthusiastic about the fundamental goal of advancing student achievement in an urban school district. Candidates must be comfortable working in a team committed to better meeting the needs of our student population.

    In addition, we are seeking candidates with:

    • High School Diploma or equivalent.
    • Associates degree preferred
    • 12 years of related experience
    • Able to acquire training in Incident Command System (ICM), National Incident Management System (NIMS), and Safe to Say within 30 60 days of employment.
    • Excellent verbal and written communication skills.
    • Proficient in Microsoft Word, Excel, Outlook, and PowerPoint. (Munis Preferred)
    • Experience managing, reviewing, and entering data into systems and databases.
    • High attention to detail, capacity to solve problems, to stay organized and manage multiple priorities.
    • Ability to exercise a high degree of confidentiality, professionalism, and diplomacy to accomplish objectives.
    • Ability to work collaboratively as a team player and independently, under pressure with multiple competing deadlines, and with culturally, educationally, and racially diverse internal and external customers.
    • Value, demonstrate, and promote diversity, equity, and inclusion?
    Residency Requirements City of Pittsburgh Residency Required

    Essential Job Functions
    1.Conduct clerical functions that support the operations of the School Safety division.


    • Maintain the School Safety budget by transferring funds, monitoring budget expenditures and balances.
    • Purchase equipment and supplies, submit invoices, enter requisitions, conduct Purchase Card reconciliations, and complete travel requests.
    • Maintain records and ensure installment of School Safety metal detectors, equipment, and inventory.
    • Prepare monthly BoardDocs business tabs for the School Safety division.
    • Serves as the timekeeper for the School Safety division by monitoring and preparing payroll which may include entering overtime, reconciling employee absences, and entering additional compensation payments.
    • Ensure appropriate coverage for the Administration Building?s front desk by maintaining the staff?s rotation schedule and sending out coverage assignment memos to personnel.
    • Maintain the School Safety?s division?s personnel schedules and assignment sheets including court appearances, subpoenas, training sessions, and events.
    • Monitor and update insurance and license requirements for all mobile units to ensure that the proper insurance is maintained.
    • Track and maintain a log of School Police employees driving eligibility requirements.
    • Pull student citation and arrest data from the Automated Police Reporting System (APRS) monthly and provide to the DREA department.
    • Maintain files, compile data, and send correspondence for training, audits, workers compensation, dispatch coverage, emergency situations, and K-9 activities.
    • Assist the Chief of School District Safety, School Safety Supervisors and Dispatchers with distributing correspondence, maintaining files, completing special projects, and answering incoming calls.
    • Assist in the development of reports, creating presentations, composing, and distributing correspondence (memos, emails, etc.).
    • Track, update, maintain, and submit the training logs of school safety personnel for the Pennsylvania Department of Education.
    • Set up District-Wide Safety Training in the Professional Learning Platform, send correspondence to all staff regarding training requirements, and maintain training logs.
    • Collect, organize, file, and distribute the School and District Crisis Plans to Local Law Enforcement and Crisis Team.
    • Update and distribute the standard operating procedures, district Flip Charts, and Emergency Preparedness documents.
    • Facilitate requests from schools and departments regarding the need for additional school safety personnel for meetings, events, activities, etc.
    • Serves as the initial point of contact for School District safety inquiries.
    • Assist in the onboarding process for new hires.
    • Communicate effectively and confidently at all levels, over the phone, face-to-face, and electronically.
    • Other relevant duties as assigned by supervisor in support of the Department of Human Resources goals and objectives and the District's mission and Superintendent's Priority Goals.
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