School Secretary

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