Secretary

JOB DESCRIPTION

OVERALL PURPOSE

This position is responsible to assist the Principal with the daily office operations of the school by performing a variety of activities, using oral and written communication to relay school and procedural matters to students, parent, staff and visitors.

This position is required to conduct business in a professional and cordial manner that will uphold the integrity and reputation of the Altoona Area School District (AASD). This position maintains a thorough working knowledge of and adheres to the policies, regulations, and procedures of AASD.

ESSENTIAL FUNCTIONS (other duties may be assigned)

1. Prepare budget information materials for distribution to staff; monitor and notify principal of any concerns; prepare purchase orders; ensure materials and services are charged to proper accounts; generate reports as needed.

2. Monitor and track all instructional staff assignments, record changes and process notifications to the Assistant Superintendent in a timely fashion.

3. Organize and monitor inventory systems for classroom supplies, office forms and supplies, building keys, and auditorium equipment for school and public use.

4. Maintain and monitor time and attendance for hourly and salaried personnel; ensure manual timesheets and any attendance recorded electronically is processed in accordance with established payroll procedures.

5. Ensure instructional substitutes receive clear direction on reporting location and complete required building paperwork.

6. Provide proper accident/injury forms to staff, students and visitors and process accordingly to the respective offices; ensure forms are thoroughly and accurately completed prior to processing.

7. Register new students, ensuring proper documentation is received; maintain students’ permanent records; assist with obtaining required documentation for students’ health records, which are maintained in nurse’s office; process transfers/withdrawals accordingly; maintain records for divorces, separations, custody, domestic, etc.

8. Maintain student attendance; send required reports for student absences.

9. Process student disciplinary forms and maintain student files accordingly.

10. Maintain bus information on all students – contact information, emergency numbers, etc. and provide to Transportation Office.

11. Monitor secured door entrances to building by securing identity of visitors and/or purpose of visit through video/audio security system prior to disarming lock for individuals to enter; ensure visitors sign in and possess requisite identification as needed.

OTHER DUTIES

· Complete various state, federal and district reports and send to appropriate offices.

· Answer phone in courteous fashion, take messages, forward to appropriate contact, etc.

· Type memos, letters and reports; copy, distribute, and file accordingly.

· Assist staff, parents, students and visitors with requests and/or concerns.

· Assist with preparation for opening day and any summer activities by organizing materials and ensuring proper distribution.

· Prepare and maintain updated records for building emergency procedures.

· Make announcements via school PA system, when needed.

· Prepare and distribute the summer mailing for teachers and parents.

· Prepare materials for American Education Week, Teacher Appreciation, and other meetings as necessary.

QUALIFICATIONS

EDUCATION/EXPERIENCE AND/OR TRAINING

· High School Diploma or GED

· Accredited secretarial training courses or business school courses.

· 3-5 years experience in secretarial practices

LICENSES OR CERTIFICATIONS

· Typing Test with a scored proficiency of 60 wpm

· Valid PA driver’s license

Job Type: Full-time

Pay: $17.02 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Education:

• High school or equivalent (Required)

Work Location: In person