Job Title: Secretary 4 – English Learners, Dual Language, Migrant & Refugee Education

Location: As Assigned by OPS Administration

Reports To: Director, English Learners (EL)

Work Schedule/FLSA Status: Full-time, 12 month (261 Duty Days) / Non- Exempt

Salary Schedule:


This position is a negotiated position. Compensation and benefits are administered consistent with the Office Personnel Negotiated Agreement. Schedule 32E. Starts at $21.97 per hour.

Position Purpose: This position provides secretarial/administrative support of the EL program. This position would support the EL Director and EL office organizational needs as described in the performance responsibilities. This position would oversee the submission of various grant payrolls and requisitions, the organization of small and large group meetings and events and the EL Program training activities. The position includes answering any questions related to the EL program and associated services.

Essential Performance Responsibilities

• Independently coordinates the day-to-day clerical operations of the ELL/Migrant Education Office.
• Answer phones and greet both internal and external customers in a professional manner.
• Utilize various software applications to complete daily work tasks.
• Must maintain confidential records and files.
• Schedule and maintain Director's calendar and appointments.
• Arrange essential mail in priority action order for Director.
• Create queries for reporting purposes.
• Create and/or maintain databases.
• Assemble, organize and prepare data for records and reports.
• Prepare communication for mailing.
• Compile information and resources as requested.
• Create electronic files for long-term retrieval.
• Prepare agenda for meetings as requested.
• Complete and submit requisitions for office supply orders.
• Coordinate room scheduling, food orders, etc. in preparation of meetings.
• Complete travel arrangements as needed.
• Track, record, maintain and prepare payroll for submission to the Compensation Department.
• Open and distribute mail.
• Review and respond to electronic mail, voicemail messages and telephone calls.
• Maintain records of OPSF fund balances and scholarships.
• Prepare and organize details for EL events.
• Maintain spreadsheets for EL staffing allocations, FTEs and cost per building.
• Assist staff members, students and families with information from Infinite Campus.
• Place requisitions as well as following process, delivery and distribution of orders.
• Preparing request for extra pay, payments for contracted staff /interpreters, for the district and all other invoices and payment requests for EL.
• Assist with ESL Endorsement Program with Midland University documentation and communication of.
• Assist with the Title III Career Ladder Program, maintaining allocations within budget.
• Create and maintain a variety of databases and spreadsheets, including information on EL grants, funds, and financial reports.
• Create staffing requisitions for ESL certified and classified staff.
• Place orders with printing and publications and work order requests for maintenance of office equipment.
• Support Welcome Center Parent Involvement Programs as requested by the supervisor.

Additional Duties
Performs other related tasks as assigned by the principal or other administrative staff as designated by the Superintendent.

Equipment: This position requires the ability to use basic office equipment such as computers, copiers, scanners, and fax machine. Must always comply with OPS’s guidelines for equipment use.

Travel: Limited travel may be required.

Physical and Mental Demands, Work Hazards:

• Works in standard office and school building environments
• Occasional overtime may be required by the supervisor
• Must have organization, time management, communication, and interpersonal skills.
• Ability to read and use information from written materials and visual displays.
• Ability to work in standing/walking positions on a frequent basis throughout the work shift.
• Ability to bend, kneel, stoop and maintain balance while performing job related tasks.
• Ability to work outdoors during outdoor student activities
• Ability to lift up to 25lbs.
• Additional demands may be required upon request from the Supervisor

Interrelations:

• Contact with personnel within the district and with customers and vendors.
• Will be working under the direct supervision of the department supervisor in order to complete day to day tasks.
• Will be working with a diverse population requiring the ability to handle all situations with tact and diplomacy.
• Must understand and respond appropriately to customer needs and maintain a positive attitude with all customers and colleagues.
• Expected to interact with all internal and external customers in a friendly, professional manner and provide quick, responsive customer service.

Employee Punctuality and Appearance

• In order for schools to operate effectively, employees are expected to perform all assigned duties and work all scheduled hours during each designated workday, unless the employee has received approved leave.
• Any deviation from assigned hours must have prior approval from the employee’s supervisor or building administrator.
• All employees are required to report to work dressed in a manner that reflects a positive image of Omaha Public Schools and is appropriate for their position.

Knowledge, Skills, and Abilities:

• Completion of standard high school diploma or equivalent with completion of college coursework desirable, or any equivalent experience or training which provides the required knowledge, skills and abilities.
• Previous work experience as an administrative assistant, minimum of 3-4 years.
• Bilingual (Spanish), preferred.
• Work experience in an urban school district or central district office setting is preferred.
• A working knowledge of OPS procedures and policies, principles and practices of the organization is preferred.
• Exceptional customer service skills.
• Excellent communication skills both written and oral.
• Exceptional keyboarding ability required.
• Advanced skills in MS Office Suite applications such as Word, Excel, and Power Point required.
• Ability to complete mail merges.
• Experience using People Soft to complete payroll and requisitioning of work materials and supplies.
• Experience creating and developing staffing requisitions for both certified and classified staff.
• Must possess a high level of independence, decision making skills, accuracy and constant attention to detail is imperative.
• Exceptional attendance and punctuality.
• Ability to manage multiple priorities.
• Experience creating and maintaining databases.
• Must possess proficient math skills.
• Ability to professional communicate with the public and school personnel using tact and courtesy.
• Ability to maintain strict confidentially of information.
• Ability to schedule and maintain an appropriate calendar of events in Office 365.
• Must have a high level of cultural proficiency; ability to interact with individuals who speak a language other than English.

Terms of Employment
This position is treated as a full-time non-exempt classified position. The terms of your employment will be governed by applicable state laws regulating employment in a Nebraska public school and Board of Education policies, as those laws and policies may change from time to time. If your position is represented by a collective bargaining representative, then your employment will also be governed by a negotiated agreement between OPS and that collective bargaining representative.

The offer of employment is contingent upon:

• Obtaining and providing verification of all licenses, certificates, and other requirements for the position (e.g., Paraprofessionals obtaining “Highly Qualified status,” etc.), as identified and maintaining all licenses, certificates, and requirements for your position throughout employment.
• A background check which demonstrates to OPS that background is acceptable for the position.
• Verification of U.S. citizenship or legal authorization to work in the United States.
• Successful completion of a pre-employment drug test (if required for position offered).
• Successful completion of a tuberculosis skin test (if required for position offered).
• Successful completion of a pre-employment medical examination to determine ability to safely and effectively perform the essential functions of the position.

Omaha public schools does not discriminate on the basis of race, color, national origin, religion, sex (including pregnancy), marital status, sexual orientation, disability, age, genetic information, gender identity, gender expression, citizenship status, veteran status, political affiliation or economic status in its programs, activities, employment, and provides equal access to the Boy Scouts and other designated youth groups. The following individual has been designated to handle inquiries regarding the non-discrimination policies: Director for the Office of Equity and Diversity, 3215 Cuming Street, Omaha, NE 68131. (531-299-0307)

The Omaha Public School District is committed to providing access and reasonable accommodation in its services, programs, activities, education and employment for individuals with disabilities. To request disability accommodation in the application process please contact the human resources department at 531-299-0240.