The posting
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
