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

 

Evaluation:             Performance to be evaluated in accordance with Governing Board Policy GDO