New Administrative Secretary Orientation Plan

Transcription

1 Secretary Name Start Date Supervisor Name Before the First Day (Supervisor of New Secretary) Date Completed Contact Human Resources to: Confirm with Human Resources that the secretary has been contacted with offer of employment and accepted Arrange for identification badge through Human Resources Verify Parkway Human Resources Orientation scheduled as soon as possible after first day. Confirm with HR that new secretary s information is entered into MUNIS, Workforce, PEERS, GroupWise, K Drive, etc. and that they have access to the programs Contact Dave Irby for computer access and training for Infinite Campus Contact Dennis Abramczyk for telephone extension changes _ Make sure adequate space, equipment, supplies and computer set up is available and ready _ Determine who needs to know and advise new secretary start date Introduction GroupWise note to staff (create to send out start date) Plan first day schedule for secretary (basic tour of department, tour of building, introduction to others in department, lunch with department members, location of supplies and other resources). _ Introduce Mentor and other resource people Arrange for training on systems as needed adminsecorientatioem 1 8/11

2 Secretary Name Start Date Supervisor Name _ Phase I 30 Day Mid Point Review New training checklist completed by this date Schedule and conduct review with new secretary to discuss any concerns. Results shared with Director of Department (and Human Resources as appropriate). Phase I 60 Day Review Schedule and conduct official 60 day review. Results copied to Human Resources and Director of Department or Assistant to Superintendent. Date Completed Complete emergency information sheet; turn in to department supervisor s secretary Identify Human Resources Orientation Date to secretary Ensure district Identification Badge issued (and parking tags, if needed) Ensure requests made for secretary access to district applications and programs as needed. Ensure secretary has necessary keys to office and storage locations Take new secretary on a tour of the work area and provide introductions to people the secretary will work with in and out of the department. (Include office area, mail, meeting rooms, department storage/closet, supply and copy area, rest room locations, eating areas, parking, etc.) Discuss work environment security and safety issues Identification Badge Front desk visitor sign in What to do if injured on the job, fire escape routes and location of fire extinguishers Intruder/Tornado/Earthquake/ Fire drills Inclement Weather adminsecorientatioem 2 8/11

3 Secretary Name Start Date Supervisor Name Telephone Messages Transfer/Hold Voic Review Project Parkway, Goals and Strategic Plan HR Required Trainings for all employees Inside Parkway/ HR webpage Review department goals and special projects and Identify buildings and schools by regions Discuss job duties, responsibilities and expectations. (Use job description as starting point). Indicate teamwork expectations and from whom secretary will take direction. Workforce Review time and attendance procedures Clock In/Out Breaks/ Lunch Accruals Request time off/sick time/vacation/personal days procedures to notify in you in event of absence GroupWise Folders Set Up Attachments Calendar Proxy Coordinator/Secretary Mail Inter-Office US Postal Mail Room Dashboard ACT Report Attendance Report AYP Report Common Assessment Report Dashboard Feedback EOC Report adminsecorientatioem 3 8/11

4 Secretary Name Start Date Supervisor Name Explore Report GroupWise (Webmail) Infinite Campus MAP Report My Files PLAN Report MUNIS Employee Self Service Copier Codes and procedures MUNIS Budgets BOE approval procedure for large purchases Purchase Orders Ordering supplies, books, etc. Order for payment Journal Entries Receipts handling Title Money and tracking BOE approval procedures and Board Docs deadlines Scheduling Rooms 1301 Room A District rooms (Administration/Fern Ridge, etc.) PEERS Work Order system (School Dude) Monthly mileage reports Web Site Maintenance Performance Cycle/ Evaluations Correspondence Meetings Set up procedures Ordering food/coffee/water adminsecorientatioem 4 8/11

5 Secretary Name Start Date Supervisor Name Sub requests Travel Arrangements and travel reports Files Organization of office Location of storage and supplies Survival Guide Current phone lists: Administration, ISC, Facilities, School Directory, etc. Social Committee Back up for other secretaries adminsecorientatioem 5 8/11