EXAMINATION #24-39

OPEN TO THE PUBLIC WITH THE CINCINNATI PUBLIC SCHOOL SYSTEM

TITLE:                                        Lead Secretary/Senior Support Specialist/Student Services Technician II 

SALARY:                                    $24.37 hourly

APPLICATION DEADLINE:         Thursday, November 21, 2024 @ 11:59 PM


GENERAL STATEMENTS OF DUTIES:

Lead Secretary -  These positions are assigned to and directly report to the High School Principal. They provide secretarial support and may delegate clerical work and oversee the work assigned to the clerical staff in the High School building under the direction of the Principal.  Senior Support Specialist II – These positions are assigned to and directly report to CAAS level Directors throughout the District. They provide secretarial support for the Director; Student Services Technician II – Assigned to the Student Services Department with CPS.  

EXAMPLES OF WORK PERFORMED:

(Illustrative only. Any one position within this classification may not include all of the duties listed nor do the listed examples include all of the tasks which may be performed.)

Lead Secretary / Senior Support Specialist II perform the following examples of work:

• Set-up ongoing orientation, training and coaching.
• Maintain and process payroll records and forms.
• Plan, organize and delegating assignments.
• May evaluate work performance and provide input on performance appraisals.
• Resolve work unit problems.
• Perform essential duties of absent employees.
• Prepare, type, word process and proofread a variety of documents (general correspondence, agendas and reports including responses under signature of supervisor.
• Enter a variety of data and information in various computer data files and programs.
• Answer telephone and provide assistant to other CPS staff and the general public.
• Provide information on department/school policies and procedures as required.
• Assist in the monitoring of calls, visitors and correspondence.
• Route inquiries and complaints to proper personnel.
• Maintain list of schedules, activities and/or locations of staff.
• Notify staff of deadlines, meetings and appointments.
• Set-up meetings, visits, appointments and/or travel arrangements for staff.
• File/direct the filing of documents, reports and correspondence.
• Maintain filing systems manually and computerized.
• Update manuals, data, and information booklets according to established guidelines and supervisor instructions.
• Modern office procedures, methods and computer equipment, including a PC and related software required in the performance of  job activities. Order, maintain and inventory supplies, materials and equipment.
• When assigned to a school may provide first aid or dispense prescribed medicine to students.
• Perform or check simple mathematical calculations.
• May verify funds available for a variety of financial activities within department/school.
• May compile, calculate, maintain and review department/school payroll.
• May oversee the work of lower level, new or recently transferred employees.
• May verify time sheets.
• Perform related duties as required.

EXAMPLES OF REQUIRED KNOWLEDGES, SKILLS AND ABILITIES (KSAs):

(Illustrative only. Any one position may not require all of the listed KSAs nor do the listed examples include all the KSAs which may be required.)

Knowledge of:

• basic mathematical principles.
• English usage, spelling, grammar and punctuation.
• Department procedures, policies and rules as they relate to the assigned position.
• Principles of supervision and problem solving techniques.

Skill to:

• Operate copy machines, printers, scanners, fax machines, office phone, smart phone, computer, laptop, and tablets.
• Utilize Microsoft and Apple Office products including Word, Excel and PowerPoint and arious Board of Education databases/software.

 Ability to:

• work independently in absence of supervision. may oversee clerical staff.
• Plan and schedule assignments, delegate work, instruct, and train.
• Make sound judgments based on logical analysis.
• communicate clearly and concisely, both verbally and in writing. perform simple mathematical calculations. type/word process at a speed necessary for successful job performance. prepare, edit and proofread a variety of documents and correspondence. interpret and explain school/departmental policies, procedures and rules.
• establish and maintain professional working relationships with those contacted in the course of work. maintain confidentiality of restricted information. Work occasional overtime or other than normal shifts to meet work schedule.

QUALIFICATIONS:

Must have three years of Secretarial/Administrative paid work experience plus an Associate Degree in Business Administration, Public Administration, Accounting or related field. 

MILITARY EDUCATION & EXPERIENCE EVALUATION:

Military education and experience may be substituted for college level course work at the lower and upper division baccalaureate and graduate levels and apprenticeship training at the vocational certificate level on a case by case basis based on the American Council on Education (ACE) Military Guide recommendations.

OTHER REQUIREMENTS:

Must have a valid Driver License.  This is a sensitive classification; therefore applicants for appointments must pass a security clearance, which includes a check of employment references and criminal records.

PROBATIONARY PERIOD:

240 working days.

EXAM DETAILS:     Date: Wednesday, December 11, 2024    /     TIME:  TO BE SET        /     LOCATION:  TO BE SET

SUBJECTS AND WEIGHTS OF TEST SECTIONS:         
The selection process is worth 100% of the exam grade and consists of a written exam.  The passing score will be determined after the examination by the Civil Service Examiner together with the Secretary. Determination of the passing score will be based on the job analysis, analysis of examination results, consultation with subject matter experts or other professional methods. 

OPEN-TO-THE-PUBLIC:  GENERAL INFORMATION

1. FILING APPLICATIONS: Must be submitted through http://www.cpsk12.org click on Apply for a job with CPS and Online Application System, Internal Postings; Clerical and Office Personnel. Applications must be received no later than stated deadline.
2. QUALIFICATIONS: Unless otherwise stated, work experiencerequirements must be met by paid experience, and all qualifications must be met by the application deadline date.
3. CITIZENSHIP: Application accepted from both citizens and non-citizens; however, due to the Immigration Reform and  Control Act, only citizens and aliens lawfully authorized to work in the U.S. will be hired.
4. TRANSCRIPTS: ( IF NEEDED, NO LATER THAN THE DEALINE DATE FORFILING APPLICATIONS).

              PLEASE NOTE:  Copies of unofficial versions or internet printouts of transcripts are NOT acceptable.

5. AGE REQUIREMENT: Must be at least 18 years old by the applicationdeadline date.
6. SPECIAL ARRANGEMENTS FOR QUALIFIED DISABLED: Such persons mayarrange with Margaret Key at 513-363-0206, no later than the application deadline, for an alternate test date, time or location, or necessary assistance in taking the exam, providing the security or integrity of the exam is not jeopardized nor an undue hardship (e.g., substantial additional cost or time) imposed.
7. VETERAN’S CREDIT: 20% additional credit is given for military service orservice as a Red Cross nurse.  To qualify, the following requirements must be met EACH TIME an application is filed for an exam;  have an honorable discharge or transfer to the reserves with evidence of satisfactory service, OR have been a Red Cross nurse;  have served on active duty; and have shoan official document verifying such service (e.g., DD-214), no later than the exam date; and have passed the civil service exam.
8. PASSING SCORE: Will be determined after the exam by the test analyst,subject to review and approval of the City Civil Service Division. Determination of the passing score will be based on the job analysis, analysis of exam results, consultation with subject matter experts, and/or other professional methods.