Job Title:        Academic Secretary                                             Wage/Hour Status: Non-exempt

Reports to:     Academic Specialist                                             Pay Grade:               2 (207 days)

Dept./School: SSISD Primary Schools                                        Date Revised:         07/2019

Primary Purpose:

To provide clerical services for school’s Academic Specialist and ensure efficient operation of school’s special programs

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Ability to proficiently use a personal computer and software (Microsoft Office 365 Suite, others as assigned)

Effective organizational, communication, and interpersonal skills

Knowledge of basic accounting principles

Experience:

One to three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties (in no particular order):

1. Coordinate internal and external meetings, appointments, events, workshops, seminars and special events and calendar for Academic Specialist (schedule parent meetings, order substitutes for curriculum related events, etc.).
2. Maintain student and staff confidentiality in all circumstances; understand FERPA (Family Educational Rights & Privacy Act of 1974).
3. Communicate effectively with a variety of district and community officials.
4. Work as part of a team with ease and courtesy.
5. Use common computer hardware (copier, printer, fax and scanner) and software (Microsoft Office 365 suite – Word, Excel, One Drive, etc.).
6. Perform data entry – efficiently and accurately.
7. Perform general office duties such as answering telephone inquiries, filing, mail, spreadsheets and journal entries on a daily basis.
8. Strong communication, interpersonal and organizational skills.
9. Ability to work with minimal direct supervision.
10. Provide services like typing, proofreading, editing and processing daily mail.
11. Bookrooms, meeting resources and consumables (coordinate with central office for receipt and accounting of, maintain order of campus bookroom and literacy and professional libraries)
12. Attend meetings, recording and distribution of minutes.
13. Work with frequent interruptions.

Reception and Phones

1. Receive incoming calls, take reliable messages, and route to appropriate staff.
2. Admit visitors to the building using remote door call system; greet and direct all.
3. Understand and use public address system.
4. Assist students, teachers, and parents as needed.

Records, Reports, and Correspondence

1. Prepare written correspondence, forms, schedules, or reports using personal computer.
2. Prepare instructional materials, meeting agendas and campus communication as requested.
3. Maintain academic calendar of events.
4. Maintain physical and computerized records, including student RTI folders, etc.
5. Process new student records, including requesting transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases.

Files

1. Maintain all recordkeeping for special programs (504, LPAC and RTI plans; ARD accommodations).
2. Coordinate appropriate documents for district assessment plan.
3. Maintain records with a high degree of accuracy.
4. Maintain the integrity of systems, databases and office files.
5. Prepare and circulate curriculum documents (PLC – planning guides, assessments, etc.)

Accounting and Inventory

1. Receive, store, and issue campus textbooks.
2. Assist with coordination of faculty meetings and campus activities.
3. Assist with campus budget preparation.
4. Maintain inventory of fixed assets, equipment, and supplies.

Other

1. Sort, distribute, or deliver mail and other documents.
2. Administer medication to students, check temperatures, and notify parents of student illness in nurse’s absence.
3. Lifting of textbooks, curriculum materials and assessment deliveries to the Academic Specialist.

Equipment Used:

Personal computer and peripherals, copier, fax machine, and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions. Lifting of textbooks and curriculum materials. Repetitive hand motions; prolonged use of computer.