School Secretary I - High School

BASIC FUNCTION:

Organize, coordinate, schedule and perform office functions at a comprehensive high school; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned.

DISTINGUISHING CHARACTERISTICS:

School Secretary I - High School incumbents perform a variety of clerical and secretarial duties in a small to medium-sized school. School Secretary II - High School incumbents perform a variety of clerical and secretarial duties in a large high school with a larger number of faculty, student body enrollment and educational programs.

REPRESENTATIVE DUTIES:

· Organize and coordinate a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a small to medium-sized high school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines.

· Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences.

· Coordinate and facilitate communications between District and site personnel, parents, students, school and community organizations and the general public.

· Communicate with a variety of site and District personnel and administrators to coordinate school operations and maintenance, resolve conflicts and issues and exchange information as appropriate.

· Perform secretarial duties for the Principal, assisting with routine administrative matters as appropriate; independently compose letters, memoranda and other materials.

· Assist the Principal in the preparation and maintenance of financial, statistical and narrative reports; research, compile and organize information.

· Initiate budget preparation; work with Department Chairpersons in preparing individual budgets to meet needs; prepare forms and assist the Principal in preparing and monitoring budget.

· Process purchase orders; assist Department Chairpersons with adjustments and with making transfers; review computer printout and balance accounts to assure accuracy.

· Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, reports and evaluations.

· Maintain daily teacher attendance log and records of substitute teachers.

· Compile and organize information for the Principal; compose and respond to routine correspondence; open, sort, review and route mail.

· Coordinate and assist with special events for the high school; assist in selection of personnel and program; assure adherence to legal requirements and Board policies; maintain budget; work with and assist personnel assigned to the event.

· Train and provide work direction to clerical personnel, student assistants and others as assigned.

· Operate a variety of business and office machines including typewriter, calculator, computer, copiers, and communications equipment.

· Order a wide variety of equipment, materials, supplies and special items requested by faculty; assure receipt and proper distribution.

· Answer phones and greet visitors; take and relay messages; provide information to students, parents, faculty and site personnel; interpret, apply and explain District policies and school procedures and regulations.

· Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

· School office terminology, practices and procedures.

· Modern office practices, procedures and equipment.

· Financial and statistical record-keeping techniques.

· Health and safety regulations.

· Correct English usage, grammar, spelling, punctuation and vocabulary.

· District organization, operations, policies and objectives.

· Oral and written communication skills.

· Interpersonal skills using tact, patience and courtesy.

· Telephone techniques and etiquette.

· Budget preparation and control.

· Operation of standard office machines.

· Applicable sections of the Kentucky Administrative Regulations and other applicable laws.

· Letter and report writing skills.

ABILITY TO:

· Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative matters.

· Perform public relations and communications services for the Principal.

· Maintain accurate financial and statistical records.

· Add, subtract, multiply and divide quickly and accurately.

· Understand and follow oral and written directions.

· Compose correspondence independently.

· Type at an acceptable rate of speed.

· Complete work with many interruptions.

· Work independently with little direction.

· Establish and maintain cooperative and effective working relationships with others.

· Learn, interpret, apply and explain rules, regulations, policies and procedures.

· Operate a variety of office machines including typewriter, calculator and copiers.

· Maintain good public relations with students, parents, teachers and the public.

· Meet schedules and time lines.

· Plan and organize work.

· Train and provide work direction to others.

· Compile and maintain accurate records, verify data and prepare reports.

· Work confidentially with discretion.

· Communicate effectively both orally and in writing.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of increasingly responsible office or secretarial experience involving public contact and record-keeping experience.

19:["openingId","208195","d"]