Secretary III, ELECT Teen Parenting Program

JOB DESCRIPTION SUMMARY

The Secretary III, ELECT, is directly supervised by the Director of Pregnant & Parenting Teens and provides comprehensive administrative, organizational, and clerical support for the Pittsburgh Public Schools (PPS) ELECT program and other pregnancy and parenting teen initiatives. This position supports the effective and efficient day-to-day operations of the programs, maintains accurate records and documentation, and assists in ensuring compliance with grant requirements, District policies, and established procedures

WORK MONTHS

12

ESSENTIAL FUNCTIONS

• Provide comprehensive administrative and clerical support to the ELECT Program Director, Program Manager, Teen Parent Advocates, and other program staff to support effective day-to-day program operations.
• Perform a variety of clerical and administrative functions, including data entry, recordkeeping, copying, scanning, filing, preparing correspondence, and assisting with reports and other program documentation.
• Provide backup support for data entry functions, including but not limited to entering, updating, and maintaining accurate student and program information in accordance with established DHS (Department of Human Services) guidelines and procedures designed to prevent welfare fraud.
• Maintain accurate, organized, and confidential student files, records, and program documentation in accordance with ELECT Operational Guidelines, District policies, HIPAA, FERPA, and applicable confidentiality requirements.
• Collect, Track, Organize, and maintain required program documentation, including forms, Monthly Activity Reports (MARs), attendance records, and other documentation.
•  Review program files and documentation for completeness and accuracy and communicate with appropriate staff regarding missing, incomplete, or outdated information.
• Serve as a primary point of administrative contact by answering telephone calls, responding to emails, greeting students and visitors, and providing accurate information regarding program services, activities, and procedures.
• Coordinate and schedule meetings, trainings, student appointments, workshops, and program events to support effective program operations.
• Assist with preparing, organizing, and distributing materials for student groups, workshops, trainings, professional development activities, meetings, and special events.
• Maintain inventories of program supplies and resources, including hygiene items, incentive items, educational materials, and Baby Bucks Store supplies, and assist with ordering, organizing, and distributing materials as needed.
• Prepare and enter monthly board approval actions and Board Docs business tabs for the division.  
• Order supplies, submit invoices, enter requisitions, transfer funds, monitor budget expenditures/balances, conduct Purchase Card reconciliations, and complete travel requests.
• Serve as the timekeeper for the ELECT division by monitoring and preparing payroll which may include entering overtime, reconciling employee absences, and entering additional compensation payments.  
• Support timely and effective communication among program staff, schools, students, families, community partners, and other stakeholders.
• Handle sensitive student and program information with professionalism, discretion, and confidentiality, demonstrating appropriate sensitivity when interacting with students and families experiencing personal, family, or other barriers to educational success.
• Participate in required District and program trainings related to compliance, confidentiality, data management, recordkeeping, and program procedures.
• Other relevant duties as assigned by supervisor in support of the department’s or school’s goals and objectives and the District’s mission and Superintendent’s Priority Goals.

EDUCATION REQUIRED

High School Diploma or GED (General Education Development); Associates Degree Preferred

YEARS OF EXPERIENCE

1-2 Years

KNOWLEDGE, SKILLS, & ABILITIES

• Experience working in education, human services, social services, or youth-focused programs preferred.
• Experience working with diverse populations and maintaining confidential records preferred.
• Strong organizational, communication, and multitasking skills.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Effective interpersonal, verbal, and written communication skills that translate to customer satisfaction. 
• when working with students, families, school personnel, and community agencies.
• Strong attention to detail and ability to maintain accurate records, stay organized, and manage multiple priorities.
• Ability to work in a fast-paced, student-centered environment with professionalism and compassion.
• 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 (parents community organizations, staff members, etc.).
• Proficient in Microsoft Word, Excel, Outlook, Google Workplace(Munis & PowerPoint Preferred)  
•  Enthusiastic about the fundamental goal of advancing student achievement in an urban public school district.
• Value, demonstrate, and promote diversity, equity, and inclusion.

CITY OF PITTSBURGH RESIDENCY REQUIREMENT

This position requires individuals to live in the territorial boundaries of the School District of Pittsburgh. If hired for this position you will be required to establish residence within three calendar months of your hire date with Pittsburgh Public Schools.