SCHOOL SECRETARY (#4944)

POSITION:                  School Secretary

POSITION GUIDE:     

Non – Certified Personnel
Full Time 8 Hours
10 Months
Bargaining Unit Position
Non- Exempt

FUNCTION: Performs confidential secretarial and clerical responsibilities necessary for an efficient and effective school office that assists the principal or designee. Acts as school receptionist; works independently in meeting the public; gives information and answers complaints relating to the school; refers callers to appropriate personnel, or if necessary, arranges for an appointment with the principal or designee, interacts with children, answers routine questions, and may render first aid as needed.

The information contained in this job description is in compliance with the Americans with Disabilities Act and is not an exhaustive list of the duties performed for this position. Additional duties performed by the individual holding this position may be assigned.

REPORTS TO:           Principal
MAY REPORT TO:     Assistant Principal
                                Academic Advisor
                                Teacher
RELATES TO:            School faculty and staff

SUPERVISES DIRECTLY: No one, unless temporarily assigned

QUALIFICATIONS:

                    High School Graduate or Equivalent
                    Capable of typing 50 w.p.m. and performing other office tasks
                    Fluent in Reading, Writing and Speaking English
                    Must have computer experience
                    Must pass District Technology Test

LANGUAGE SKILLS:
Must have the ability to comprehend simple instructions, read correspondence and memoranda and communicate effectively with all stakeholders. Must have the ability to write clear and concise memoranda, directives, or letters without close supervision. Must have the ability to orally present information effectively to parents and the general public.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1.  Maintains records: (e.g. student files, enrollment cards, student schedules, etc.) for the purpose of providing a reference to appropriate school staff and district staff as required.

2.  Maintains school administrative records, such as, but not limited to:

• service sheets 
• substitute reports
• monthly principal’s report
• cumulative reports
• classification sheets
• principal’s quarterly report
• annual report
• accident report
• communicable disease report

3.  Files written materials (e.g. copy of a document, enrollment records, memos, etc.) for the purpose of conveying information regarding students to the school and/or other receiving school District. The purpose is to provide and receive information from appropriate parties for action and for maintaining accurate records.

4. Receives monies from various sources such as school lunch and other school programs; deposits monies with the business office; maintains bookkeeping records of all financial accounts of the school.

5. Maintains complex clerical records and compiles reports from such records.

6. Carries out instructions and develops comprehensive plans with a minimum of supervision.

7. Maintains budget records and prepares purchase orders and memo charges as needed.

8. Makes minor decisions in accordance with established policies and regulations.

9. Maintains confidentiality of information about students, families, employees, issues, and situations in the course of performing job functions.

10. Responds to inquiries of students, parents, staff, etc. for the purpose of providing information or a copy of files and/or directions as may be required.

11. Assists in the organization and filing of records; assists in coordinating annual cases as assigned for the purpose of translating and/or gathering information required.

12. Schedules and reschedules appointments/conferences with parents for teachers or principals.

13. Uses office machines and software to include multiple line telephones, voice mail, document shredder, computer, e-mail, internet, scheduler, contact listings, copier, printers, fax machine, electric stapler, etc. to complete various office tasks.

14. Responds to employees, co-workers, and superiors in a cooperative and professional manner; provides support to other department personnel by responding to requests for information and assistance; facilitates a respectful, friendly atmosphere in the workplace.

15. Greets the public in a pleasant, composed and cordial manner, using professional language’ speaking clearly and effectively.

16. Assists and/or trains clerical or other office staff as needed.

17. Performs other related duties and responsibilities as may be assigned by the School Principal or his / her designee.

PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; talk; or hear. The employee is occasionally required to stand; walk and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

WORK ENVIRONMENT:
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Usually, normal office working conditions. The noise level in the work environment is quiet to moderate.