Secretary Adult Ed - Nashua, United States - Nashua School District

Description

POSITION:
Adult Ed Secretary - Schedule

II


LOCATION:
Nashua High School North


WORK YEAR:
Schedule II - part-time in the summer


SALARY RANGE:
$19.77 per hour, Benefits per Secretarial Union Contract


QUALIFICATIONS:
High school education - Business Education curriculum (typing and business practices or equivalent

experience). Must be a people person who enjoys working in a busy office environment.


SUMMARY OF RESPONSIBILITIES:

• Providing administrative support for the director of the adult education program by responding and managing requests and inquires received from the community on specific courses.
• Enrolling students (day students/Post-Graduates as well as out of district) into Adult Education evening classes as well as after school credit recovery classes. Duties include preparing the registration forms, entering information into Excel/Aspen. Following-up with reminder phone calls, typing & mailing confirmation letters to home.
• Greeting student when they arrive for class and making sure they have printed schedules with room assignment. Collecting tuition payments.
• Helping/Assisting parents, students, administrators and/or other visitors who enter NHS North in the evening hours as the Adult Ed office is located in main hallway area.
• Collecting tuition/graduation fees from students and updating the Excel spreadsheet with payments.
• Making calls to students nightly who are absent. Running attendance reports from ASPEN (daily attendance/history report). Keeping evening teachers, coordinator and tutors informed of students who are absent and other happenings in the program.
• Completing paperwork for students attending night school, papers for Nashua Housing Authority, NH Employment services, Social Security Administration, Employment and/or health insurance.
• Tracking the start date of several enrichment classes and calling students to confirm classes or cancelling/rescheduling classes when enrollment is too low. Calls are made to enrichment students when school cancellations take place.
• Retrieving and responding to emails, researching information and follow-up on pending items.
• Creating invoices for outside agencies that cover tuition cost for our students (MyTurn, VocRehab, State of NH, HPOP)
• Maintaining and keeping data updated in ASPEN by keeping data clean with withdrawals and change of status for students.
• Keeping Director informed and apprised of the day-to-day operations.
• Tracking and submitting work hours for our evening staff in Excel and emailing payroll weekly to the director for approval.
• Following-up with HR on the status of new teachers coming into the adult ed program by submitting necessary paperwork to HR for placing teachers on the payroll for work being performed.
• Printing report cards and mailing to home.
• Ordering supplies as needed (computer equipment/office supplies/books)
• Generating Commitment Analysis reports from Lawson with respect to grant financial numbers, GL298 Accounts, Summer school & Drivers Education.
• Receiving many in-coming calls from past graduates with request for official transcripts. Researching student files.
• Interacting daily with parents, students and teachers. Making sure the snack basket/water supply for our students arriving is always kept full.
• Backing-up documents and financial information.
• Answering and screening all incoming calls that come into the Adult Education office and assisting customers by using sound judgment. Relaying messages as necessary
• Entering students from both high schools into the Work skill classes. Entering the MyTurn grades for Jeff Smith.
• Placing outstanding fees into Aspen and following up with students that have outstanding fees
• Submitting Mileage reimbursement forms, professional visitation expense reports for the director. Submitting payment request forms for misc. items for staff.
• Performing other tasks as assigned by the director.
• Provides back-up support to the secretarial position for the summer school program by answering phone calls, retrieving voicemail messages, returning calls, mailing-out report cards, updating fees/withdrawals, greeting parents/students, making absent calls.
• Provides secretarial support for the driver education instructors by enrolling students, submitting weekly payroll sheets. Entering grades and withdrawing students from Aspen when class is completed. Updating summer driver education materials.
• Providing administrative support for the director of the adult education program.
• Serves as the back-up secretary in periods of absenteeism from front office area.
• Assisting with the graduation ceremony such as take and uploading graduate photos, booking rooms, decorating, greeting guests and distributing commencement booklets.
• Update the Aspen reporting system with data and clean-up of student membership prior to the August district wide roll-over process.
• Attending, distributing marketing materials and discussing with the community the adult education program during the "Back to School Event" in Nashua at the Public Library in August.

This notice should not be construed to imply that these requirements are the exclusive standards of the position or that this is the exclusive list of job functions associated with this position.

APPLICATION PROCEDURE:
Applicants should apply online at

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The Nashua Board of Education reaffirms its position of compliance with applicable State and federal laws of nondiscrimination on the basis of race, color, national origin, religion, sex, sexual orientation, physical or mental disability, marital status, familial status, genetic information and age in admission to, access to, treatment in or employment in the services, programs and activities of the Nashua School District.