Chief Executive Secretary

Chief Executive Secretary Data, Research, Evaluation, and Assessment Other - Position - Non-Certified Job Number
4600298324 Start Date Open Date
05/07/2024 Closing Date
06/30/2024 The position provides support for data entry, management and day-to-day office support for the Chief Accountability Officer. This cross-departmental position provides logistical, and project assistance across the division during significantly heavy operational periods, which vary across departments. Reports To
Chief Accountability Officer Salary Support Non-Exempt, Level 12 The starting salary for this position is $54,139 This position is a 12-month, FLSA Non-Exempt position, eligible for overtime. Qualifications Required:
- High school diploma or equivalent;
- Knowledge and mastery of various computer software including, but not limited to Adobe, Microsoft Word, Microsoft Publisher, PowerPoint, Access, and Excel.
- Experience and knowledge of Payroll processes.
- Familiarity with school district fiscal and programmatic procedures including, but not limited to, the establishment and monitoring of budgets, preparation of Board Tabs, establishing and monitoring contracts, reconciling travel requests and mileage reimbursement, and the development of internal office "checks and balances" across all funds and budgets.
- Valid driver's license and use of a vehicle required.
- Prior experience with handling sensitive student and staff data, including entering test-related data preferred.
Preferred Qualifications:
- Business school certification or post-secondary degree (AA or BA) in business preferred.
- Experience with Munis (HR and Financial system)
- Three to five years? experience working in a complex, fast-paced office utilizing customer service and organizational skills.
- Self-starter with the ability to analyze office operations and recommend strategies to improve performance.
- Experience with the administration and management of multiple funds and budgets.
- Willingness and ability to learn new data systems, software and equipment.
- Ability to perform, assign, coordinate, anticipate and initiate all facets of office management.
- Ability to manage multiple tasks simultaneously.
- Ability to exercise considerable independent judgment and interpretation of daily problems requiring prompt solution.
- Demonstrates sound interpersonal communication skills with all departments throughout the school district and with external Vendors.
- Ability to adhere to all facets of confidentiality related to student records. Residency Requirements
City of Pittsburgh Residency Required Essential Job Functions Reports to the Chief Accountability Officer. Provides assistance to the Director of Data and Accountability, Director of Research and Evaluation, Director of Assessment, and Director of Charter with logistics and necessary activities for the appropriate execution of departmental priorities, as assigned by Chief Accountability officer. 1. Office Manager for Data, Research, Evaluation and Assessment (DREA).
2. Assist Chief Accountability Officer with everyday operations of DREA including managing their calendar and tracking/maintaining leave calendar.
3. Provide administrative support for the various departments within DREA - Data & Accountability, Research & Evaluation, Assessment, and Charter.
4. Maintaining various databases and systems related to Data & Accountability, Research & Evaluation, Assessment, and Charter.
5. Provide assistance with critical issues and concerns related to Assessment, Charters, Data & Accountability, and Research & Evaluation.
6. Manage DREA staff payroll along departmental related payrolls.
7. Manage and maintain DREA budget, including establishing and monitoring funds and expenditures, budget transfers, payment reconciliation, procurement card management, reimbursements, and purchasing of supplies and equipment.
8. Prepare board tabs and contracts, process travel requests and expense account, and mileage reimbursement.
9. Prepares necessary materials, including PowerPoint presentations, for staff in-services and district meetings.
10. Maintain confidential student and employee files.
11. Serve as an information resource to school district staff and parents in areas associated with DREA.
12. Assist with scheduling and tracking of existing and report requests, collecting information from stakeholders to ensure appropriate activities and supports from disseminated reports and data files
13. Assist with scheduling for Data and reporting, IRB process, and internal evaluation activities. (interviews, focus groups, observations, surveys, etc.)
14. Assist with the preparation and dissemination of Charter review documents to appropriate charter review members and Charter Evaluation information.
15. Maintain professionalism and confidentiality at all times.
16. Maintain confidentiality and security of all test materials at all times.
17. Exercise independent judgment in the timely resolution of critical issues and concerns received in the offices.
18. Work as a member of a team dedicated to achieving the goals of the district.
19. Additional duties or responsibilities as assigned to support the Chief Accountability Officer. The Pittsburgh Public Schools (PPS) does not discriminate on the basis of race, color, age, creed, religion, gender (including gender identity or expression), sexual orientation, ancestry, national origin, marital status, pregnancy or disability in its programs, activities, career and technical education programs or employment and provides equal access to the Boy Scouts and other designated youth groups. It is the policy of the Pittsburgh School District to make all services, programs and activities available and to provide reasonable accommodations to persons with disabilities. Please make requests for accommodations at least 72 hours before the scheduled event. For more information regarding accommodations, civil rights grievance procedures, please contact Employee Relations, Office of Human Resources, 341 S. Bellefield Ave, Pittsburgh, PA 15213 or 412-529-HELP (4357).