Future Building Secretary

**This is general job description for all secretarial positions.**
We have several full time and part time 5.5 hours per day) secretaries in the district.
Specific job descriptions will be provided upon hiring.
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TRIVALLEY LOCAL SCHOOL DISTRICT

JOB DESCRIPTION

ELEMENTARY SCHOOL SECRETARY

Reports to: Principal

Job Objectives: Serves as secretary to the principal. Provides administrative support services necessary for the effective management of elementary school operations.

Minimum High school diploma and a satisfactory preemployment skill test score.

Qualifications: Postsecondary secretarial or office management training is desirable.

• Meets all mandated health requirements (e.g. a negative tuberculosis test etc..
• A record free of criminal violations that would prohibit public school employment.
• Complies with drugfree workplace rules and board policies.
• Assignment may require successful completion of basic first aid and/or CPR training.
• Bookkeeping skills and the ability to compute mathematical data accurately.
• Congenial telephone etiquette and experience operating a multiline system.
• Multitasking ability and strong diplomacy skills.
• Proficient in office protocol and the use of information technology systems.
• Proficient in data entry spelling proofreading and the correct use of grammar.
• Proficient in the use of office and management information software.

Responsibilities The following duties are representative of performance expectations. A reasonable

and Essential accommodation may be made to enable a qualified individual with a disability to

Functions: perform essential functions.

• Performs secretarial and administrative support duties. Takes the initiative to perform routine tasks independently. Organizes and maintains functional computer and hard copy filing systems that ensures the safe retention and efficient retrieval of office records.
• Upholds board policies and follows administrative procedures.
• Supports parent/community partnerships that enhance district programs.
• Maintains the confidentiality of privileged information.
• Answers the telephone. Directs calls based on the nature of the inquiry. Takes/delivers messages. Manages calls efficiently to keep telephone lines open.
• Maintains an office calendar. Schedules appointments as directed.
• Maintains a buildinguse calendar. Communicates scheduling information to building staff and the superintendents office.
• Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person or office.
• Prepares message boards displays and bulletin boards as directed.
• Keeps current with program policy and procedure changes. Helps keep students parents and staff informed about relevant issues.
• Uses tact and problemsolving techniques to address customer service concerns.
• Refers inquiries requiring policy interpretation to administrative staff.
• Helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information (e.g. input compile tabulate post store retrieve scan modify print etc..
• Verifies the accuracy of database information as directed.
• Updates student/parent and teacher handbooks.
• Helps coordinate school activities (e.g. open houses parent/teacher conferences student/staff orientation recognition programs staff inservice training etc..
• Collects and maintains staff and student medical emergency authorization forms.
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records schedules student lists etc.

ELEMENTARY SCHOOL SECRETARY Page 2 of 3

• Processes interim reports report cards and supplemental information.
• Monitors bus communications. Conveys information as needed.
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms. Prepares absentee list.
• Calls parents or guardians when the school has not been notified about an absent student. Mails written notification when contact cannot be established.
• Prepares daily attendance records. Keeps the principal and guidance staff informed about chronic absenteeism tardiness and truancy concerns.
• Verifies student attendance information for report cards.
• Notifies teachers about homework requests for absent students.
• Monitors students sent to the office for illness or discipline reasons.
• Administers medications and renders basic first aid when a school nurse is not available.
• Composes and types routine correspondence memos notes forms etc.
• Collects compiles edits and types statistical data and reports as directed.
• Uses photocopying and duplicating equipment to reproduce documents. Fixes minor equipment malfunctions and contacts vendors to schedule repairs as needed.
• Maintains office transaction records (e.g. petty cash receipts contributions etc..
• Processes mail and faxes (i.e. incoming outgoing and interoffice).
• Types duplicates assembles and processes routine and special mailings.
• Helps gather information and types grant/foundation proposals as directed.
• Assists with committee assignments and/or special projects as directed.
• Prepares purchase orders as directed. Maintains procurement information (e.g. transmittal letters contracts confirmations warrants price agreements etc..
• Monitors and reorders office supplies to maintain reliable service levels.
• Maintains forms related to administrative procedures and program functions.
• Keeps files and supplies properly stored to maintain an orderly office.
• Periodically discards archived records as directed. Follows the records retention and disposal schedule adopted by the board.
• Takes precautions to ensure safety. Watches for conduct that may indicate a problem. Works with staff to eliminate unacceptable behavior.
• Reports suspected child abuse and/or neglect as required by law.
• Keeps current with advances in office technology. Updates office procedures.
• Places calls for maintenance and repair services as directed.
• Crosstrains with other support staff as directed. Offers assistance when needed.
• Participates in staff meetings and professional growth opportunities as directed.
• Accepts personal responsibility for decisions and conduct.
• Wears appropriate work attire and maintains a neat appearance.
• Strives to develop rapport and serves as a positive role model for others.
• Performs other specific jobrelated duties as directed.

Abilities The following characteristics and physical skills are important for the successful

Required: performance of assigned duties.

• Demonstrates professionalism and contributes to a positive work environment.
• Performs prescribed activities efficiently with limited supervision.
• Reacts productively to interruptions and changing conditions.
• Effectively uses listening observation reading verbal nonverbal and writing skills.
• Completes paperwork accurately. Verifies and correctly enters data.
• Maintains an acceptable attendance record and is punctual.

Supervisory Under the direction of the principal: plans work assignments provides instructions and

Responsibility: monitors assigned staff. Promotes teamwork and helps staff as needed to successfully accomplish delegated duties.

ELEMENTARY SCHOOL SECRETARY Page 3 of 3

Working Exposure to the following situations may range from remote to frequent based on

Conditions: circumstances and factors that may not be predictable.

• Duties may require lifting carrying and moving workrelated supplies/equipment.
• Duties may require operating and/or riding in a vehicle.
• Duties may require traveling to meetings and work assignments.
• Duties may require performing repetitive tasks quickly.
• Duties may require working under time constraints to meet deadlines.
• Potential for exposure to bloodborne pathogens and communicable diseases.
• Potential for interaction with aggressive disruptive and/or unruly individuals.

Performance Job performance is evaluated according to negotiated agreements and policy provisions

Evaluation: adopted by the TriValley Local School District Board of Education.

The TriValley Local School District Board of Education is an equal opportunity employer offering employment without regard to race color religion gender national origin age or disability. Employees shall remain free of any alcohol or nonprescribed controlled substance abuse in the workplace throughout his/her employment in the district. This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables emerging technologies improved operating procedures productivity factors and unforeseen events. Revised: 8/03