Executive Secretary
Executive Secretary
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Job Description
ESSENTIAL DUTIES AND RESPONSIBILTIES
- Serves as confidential secretary to the administrators.
- Assists in general administrative operations and responsibilities as assigned.
- Acts as building receptionist.
- Acts a liaison between school and community administrators parents staff and students; Maintains school records and files for building and principal.
- Prepares and compiles reports distributes and maintains mail and files and maintains correspondence.
- Processes attendance for building students and staff on a daily basis.
- Orders processes distributes and authorizes payment for office materials instructional supplies and equipment.
- Inputs data and maintains school operating budget.
- Responsible for bookkeeping functions for school accounts; Inventories materials and equipment and completes related reports.
- Maintains and provides input to the student activity calendar and Principals calendar.
- Schedules transportation for school field trips.
- Schedules and orients substitute teachers.
- Schedules facility usage; including verifying insurance coverage and preparing contracts.
- Assist with report card preparation/distribution.
- Contact parents for alternative transportation for students removed from bus transportation and oversee those students Requests and processes new student records and exiting student records; Answers telephone calls responds to routing questions takes messages routes calls to appropriate personnel.
- Operates office equipment such as copiers calculators computers and fax machines.
- Maintains current information and knowledge of school district operations.
- Assists in opening of school year preparation.
- Maintains confidentiality according to the Board of Education policy.
- Performs routine updating to student database as changes occur.
QUALIFICATION REQUIREMENTS:
To perform this job successfully an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge skill and/or ability required. Reasonable accommodation
EDUCATION AND EXPERIENCE:
High school diploma or general education degree (GED). One year secretarial or office experience or training: or an equivalent combination of education and experience.
LANGUAGE SKILLS:
Ability to read and comprehend instructions correspondence and memos. Ability to read and interpret documents such as general business periodicals professional journal equipment operating and maintenance instructions and policy procedure manuals. Ability to read comprehend and interpret technical manuals and financial reports. Ability to write reports business correspondence procedure manuals and articles for publication. Ability to respond to common inquiries or complaints from parents staff vendors or the general public. Ability to effectively present information to students parents staff and administrators.
MATHEMATICAL SKILLS:
Ability to add subtract multiply and divide in all units of measure using whole numbers common fractions and decimals. Ability to compute rate ratio and percent and to draw and interpret bar graphs. Ability to apply concepts of basic algebra.
REASONING ABILITY:
The ability to apply common sense understanding to carry out instructions furnished in written oral and diagram form. Ability to deal with problems involving several concrete variables in standardized situations and where only limited standardization exists. Ability to define problems collect data establish facts and draw valid conclusions.
OTHER SKILLS AND ABILITIES:
Proficient keyboarding skills 4555 words per minute). Ability to operate a personal computer and related software including word processing spreadsheet and database programs. (e.g. MS Word Excel Outlook Phoenix modules etc.. Ability to develop effective working relationships with students staff vendors parents administration and the school community. Ability to communicate clearly and concisely both orally and in writing. Ability to handle a multitude of responsibilities with minimal supervision.
PROFESSIONALISM:
Employees are required to maintain a high standard of professional conduct. Breach of said professional conduct includes but is not limited to neglect of duty dishonesty engagement in acts that are contrary to CoBSS policy unlawful activities or any other conduct which is seriously prejudicial to the school system.
- Exhibits regular attendance and punctuality.
- Communicate effectively with students staff parents and the community.
- Assumes outside classroom duties as related to school.
- Assists in enforcing school/board rules and policies.
- Ensures proper care of textbooks teaching aids and equipment.
- Participates in professional development opportunities to further develop effectiveness.
- Creates partnerships with parents/caregivers and colleagues.
- Supports school programs and displays a positive attitude.
- Completes reports and records as assigned.
- Projects wellgroomed appearance.
- Meets the criteria for a Professional Growth Plan following the guidelines in the City of Baker School System Personnel Evaluation Program.
- Perform all other duties or responsibilities not listed as delegated by the principal of the school.
- Attending back to school night events.
- Participate and attend parent teacher conferences.
- Attending student activities functions as directed by Principal: ie. Dances programs prom sporting events professional development meetings inservice training and other programs as deemed an essential component of the schools programming.
TECHNOLOGICAL ABILITIES:
To perform this job successfully an individual must be proficient in widespread use of a computer the use of email as a form of communication and other jobspecific equipment software and/or applications.
Employment Type
Full-Time
