Job Description:

Job Title:                SCHOOL SECRETARY

Classification:        Support Personnel Pay Scale

Range:                   IV

Description:           The School Secretary provides services necessary for the daily operation of the school and the administrative center. He/she supports and assists the principal by performing a variety of tasks related to school and district procedures and functions and oversees the daily activities of the office. He/she also maintains a friendly, welcoming and effective relationship between community, parents, students and staff, as well as, providing a link between the school and district departments.

Qualifications:

High School Diploma or equivalent is required
Associate Arts Degree is preferred
Valid Fingerprint Clearance Card
Three (3) years of secretarial experience
One (1) year experience working in an area supporting administration in an educational setting
One (1) year experience working in a lead or supervisory capacity is desired
Must have extensive knowledge of technology including computers (Word, Excel, Access, Aesop, SchoolMaster), copiers, fax machines, printers and other applicable office equipment
Must type 55 words per minute with accuracy (test required)
Strong communication and interpersonal skills when working with staff, students, parents, community and all district personnel
Strong supervisory and office management abilities
Strong organizational and planning skills
Must be an energetic, highly ethical and possess good emotional and physical health
Bilingual is preferred
 

Knowledge of:

English language including reading, writing and oral communication with extensive skills in spelling, punctuation and grammar (test required)
Knowledge of Spanish including reading, writing and oral communication is desired
School Master, Aesop, Remote Requisitions, computer programs for Maintenance and Technology Work Orders is desired
Arithmetic and basic mathematic and accounting procedures (test required)
Administrative and clerical procedures
Management theory and practice including supervision and general office procedures and practices
Policies, procedures, rules and regulations of the District and the schools
School operations, procedures and protocol
Federal and state laws governing schools and districts
 

Ability to:

Prioritize work, take initiative, adhere to time restraints and attend to multiple tasks
Work with detail while maintaining a high degree of accuracy
Comprehend and perform functions from written and verbal instructions
Organize and work independently
Communicate effectively and politely on the telephone
Relate and respond tactfully and with courtesy to children, parents, community, staff, District personnel, corresponding districts, telephone contacts, etc.
Identify sensitive issues and immediately inform Principal of any adverse situation(s)
Gather data, compose, draft and edit written work
Resolve issues when applicable and direct problems to the appropriate area(s) if necessary
Maintain confidentiality of staff, student and family records
Schedule, assign and review work of others
Organize and maintain various types of filing systems
Complete a variety of assignments with minimal instruction or supervision
 

Alternatives to the above qualifications as the Governing Board or the Superintendent may deem appropriate

Essential Duties and Responsibilities:

Provide general secretarial services to the principal
Establish and support a welcoming school climate and culture for all students, parents, community, etc.
Compose and/or type letters, bulletins, memos, handbooks, newsletters, etc.
Post pertinent information for the community; such as, School Board agendas, health and safety announcements/issues, etc. as required by law and/or School District
Compose and/or type routine correspondence with staff, parents and students
Mail pertinent information to parents at the beginning of the school year
Maintain confidentiality of student and staff records
Type staff evaluations and recommendations
Maintain a current file on all school employees including absences, emergency information and contacts, summer addresses, vaccination records, etc.
Coordinate activities concerning student enrollment
Implement and maintain paper and electronic filing systems for student records including registration, attendance and emergency notification
Maintain current Student CUM folders
Request and forward student records in accordance with Federal and State laws and regulations
Maintain a daily staff attendance log (PTA) and submit to the District as requested
Maintain a daily student attendance log (ADE, ADM) and submit to the District as requested
Organize referral, evaluation, placement and withdrawal procedures
Maintain a record of budget expenditures and current balance of funds
Maintain inventory for office, principal, staff and student use
Initiate purchase order requisitions
Requisition, receive and distribute supplies and educational materials
Schedule district maintenance services and work orders using computer program system
Operate office equipment such as fax machines, copiers, and phone systems
Operate computers for spreadsheet, word processing, database management, etc.
Keep office equipment in good working condition including calling for service when necessary
Manage fiscal information using computer program system
Learn to operate new office technologies as they are developed and implemented
Answer telephones and give information, screen calls, answer questions, take messages or transfer calls to appropriate individuals
Receive visitors and give information, answer questions or direct inquiries to appropriate individuals
Complete forms and correspondence in accordance with district and school procedures
Assist staff and parents in the scheduling of Parent/Teacher Conferences
Maintain scheduling, school activities or events and facilities use calendars for the school year
Assist with preparation and/or maintenance of student master schedule
Assist with Student Council budget and accounting procedures
Assist with school activities and events budgets and accounting procedures
Maintain calendar of appointments for the Principal and the Assistant Principal
Distribution paychecks to school personnel
Prepare for substitute teachers including checking sub-finder, providing substitute folders and keys, escorting substitutes to classrooms and locating substitute folders/lesson plans if necessary
Collect, check and submit substitute teacher time sheets and forward to district in a timely manner
Collect, check and submit properly signed personnel absence sheets and forward to district in a timely manner
Sort and distribute incoming and outgoing mail
Assist the school health personnel when needed
Maintain a schedule of appointments and make arrangements for conferences and interviews
Coordinate meeting logistics, including location and food items
Prepare meeting notices, agendas, packets and materials for Principal's use
Provide training and orientation to new certified/classified staff members
Supervise other clerical/office staff, determine workloads, perform training functions when necessary and monitor performance
Conduct performance reviews of office staff
Assist all school personnel as needed and directed
Translate or interpret English/Spanish for Principal or Assistant Principal meetings, IEP meetings, Parent/Teacher Conferences, health personnel, etc. as skills allow
Participate in district sponsored professional development workshops/inservices, attend on-going training classes and meetings as directed, and read professional journals and publications, etc. for continued professional development
Maintain strict confidentiality and use appropriate discretion when working with all district personnel and student and family records and/or information
Support and follow the rules, regulations and policies set by the School Board, the assigned school and the District
Perform all other duties as assigned by the Governing School Board, the Principal or his/her designee
 

Length of Employment:

Twelve (12) months
 

Reports to:             Building Principal