West Haven Elementary - Head Secretary

A position has been declared open in the Weber School District for a Head Secretary. This position is for 8 hours per day, 200 days per year. Applicants may apply on wsd.tedk12.com.

THIS POSITION WILL REMAIN OPEN UNTIL FILLED, AFTER A MINIMUM OF 5 WORKING DAYS

THIS POSITION IS FOR THE 2023-2024 SCHOOL YEAR.

Purpose Statement:
The job of Head Secretary - Elementary School was established for the purpose/s of providing administrative support to the elementary school-site principal and other administrators; conveying information regarding school functions and procedures; ensuring compliance with site's financial, legal and administrative requirements; and overseeing the office activities. This job reports to School Principal

Essential Functions:

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  Administers first aid and medication to students who are under the direction of health professional (e.g. lacerations, bruises, fevers, head lice checks, broken bones, etc.) for the purpose of meeting immediate health care needs.
• Compiles data from a wide variety of sources (e.g. payroll, attendance, supply requests, calendar entries, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Coordinates a wide variety of programs and/or activities (e.g. purchase orders, site meetings, class lists, payroll submission, etc.) for the purpose of meeting program and/or activity requirements in compliance with established guidelines.
• Diffuses potentially hazardous situations within the school site for the purpose of taking action and/or directing to appropriate personnel for resolution.
• Maintains a wide variety of documents, files and records (manual and computer) (e.g. administrative records, building keys, office procedures, all forms, building personnel records, student files, etc.) for the purpose of providing up-to-date reference and audit trail.
• Maintains inventories of supplies and materials (e.g. all general supplies, textbook orders, etc.) for the purpose of ensuring items' availability.
• Monitors account balances and financial transactions (e.g. general fund school budget, account expenditures, purchase order documentation, etc.) for the purpose of maintaining accurate records in compliance with accounting and record keeping practices.
• Orients new site personnel (e.g. substitutes and staff as required) regarding appropriate school and district practices (e.g. keys, folders, directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.
• Oversees office staff, student assistants, volunteers, etc. for the purpose of ensuring appropriate procedures are followed and/or meeting work demands.
• Prepares a wide variety of reports and written materials (e.g. budgets, memos, letters, handbooks, discipline and/or truancy reports, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes a variety of documents and materials (e.g. registering and transferring students, purchase orders, substitute time sheets, daily attendance, work orders, etc.) for the purpose of disseminating information to appropriate parties.
• Responds to inquiries from a variety of internal and external parties by phone, letter and/or in person (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties, scheduling appointments and meetings and/or referring to appropriate personnel.
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.

Other Functions
Assists other personnel for the purpose of supporting them in the completion of their work activities.

Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities

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  Must be able to operate standard office equipment including pertinent software applications; planning and managing projects; performing basic bookkeeping; and preparing and maintaining accurate records.

• Must have knowledge of concepts of grammar and punctuation; bookkeeping principles; business telephone etiquette; common office machines; and office methods and practices.

• Must have the ability to communicate with diverse groups; establishing and maintaining effective relationships (including with children); maintaining confidentiality; meeting deadlines and schedules; setting priorities; and working with constant interruptions.

Experience: Job related experience with increasing levels of responsibility is required.

Education: High School diploma or equivalent.