HCCHS School Secretary II - High - Attendance Secretary

School Secretary II – High School

Classified Position - 7778

2026-2027 school year

Salary

Category 3 per Salary Schedule

Days

TBD

Reports to:

School Principal

SCOPE OF RESPONSIBILITIES

Organize, coordinate, schedule and perform office functions at a large 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 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. School

REPRESENTATIVE DUTIES / ESSENTIAL FUNCTIONS

Organize, coordinate, schedule and perform a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a large 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; take and transcribe dictation as required.

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 print-out 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.

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

Comply with medication administration protocol designated by Hopkins County Health Department and HB 126

Maintain regular and predictable attendance

Adhere to the professional code of ethics

Successfully utilize technology as appropriate in job function

Perform related duties as assigned

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

School office terminology, practices and procedures

Modem 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

MINIMUM QUALIFICATIONS

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

Three years of increasingly responsible office or secretarial experience involving public contact and record-keeping experience

DESIRABLE QUALIFICATIONS

Knowledge/experience with student information system (for attendance secretary) and financial software (for financial secretary)