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 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 subfinder 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 Principals 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 ongoing 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