School Secretary II - Mary Moss at J. Albert Adams Academy

Title Code:

Job Details: This position is for the 202526 school year

JOB SUMMARY
Serves as secretary to the principal of the school by performing responsible secretarial clerical and public relations work in a school. This administrative level of secretarial work involves assisting the principal by relieving him/her of many administrative and procedural details as assigned; by tactfully receiving and screening parents and visitors; by performing or coordinating and supervising the performance of a wide variety of secretarial and clerical tasks relative to the efficient daily operations of the school office. Employees in this job class frequently exercise considerable initiative judgment and action in the disposition of administrative/clerical matters in receiving complaints in giving information and in other responsible public relations work. Assigns coordinates and supervises the work of other clerical office personnel as applicable. Bilingual and biliterate in targeted language may be required depending on assignment.

ESSENTIAL DUTIES/RESPONSIBILITIES

• Serves as secretary and office assistant to a school principal and relieves him/her of many administrative details as assigned.
• Receives and screens visitors and telephone calls. Ascertains the nature of their business. Handles routine matters and details accordingly. Keeps principal informed of developments that have occurred in his/her absence.
• Keeps principals calendar. Schedules appointments and parent/teacher conferences. Resolves conflicts due to cancellations/changes. Reminds principal of appointments and makes all necessary arrangements.
• Interprets and orally conveys messages instructions procedures or practices for principal to subordinates acting with tact discretion and authority for carrying out same.
• Maintains subjectmatter files records lists and/or indexes in accordance with the work of the principal. Types referrals and sets up confidential files as appropriate. Exercises initiative in revising such systems to meet future needs.
• Receives screens and distributes incoming and outgoing mail. Handles routine matters.
• Performs and/or assigns bookkeeping and banking transactions and related accounting activities.
• Registers new students. Prepares student cumulative folders. Completes CR SR SIF and related records.
• Transfers and withdraws students. Completes and processes all related documents as required.
• Keeps employee time records and payroll forms. Completes and/or verifies overtime leave and substitute forms accordingly.
• Calls and arranges for substitutes as assigned. Maintains current substitute teacher list.
• Schedules after school use of building. Completes request forms. Submits monthly report.
• In the absence of the Health Aide administers first aid. Contacts parents regarding absentee or illness at school. Assists in maintaining and updating for distribution the confidential medical list.
• Schedules and makes arrangements for field trips.
• Compiles completes and submits required reports including: monthly student attendance monthly financial vandalism fire drillfederally connected survey insurance Kindergarten enrollment projected staff report and others as directed.
• Types a variety of correspondence requisitions memoranda PTA communications school bulletins student handbook test materials and others.
• Assigns coordinates and supervises work of other clerical office personnel as applicable. Promotes teamwork and team spirit in office.
• Operates standard office machines and equipment. Inventories supplies. Assembles and types ABC supply order. Receives checks in and distributes such supplies.
• Maintains good public relations with parents students general public citizen groups and professional organizations in representing the principal.
• Attends various school meetings takes minutes types and distributes minutes
• Performs other related duties as assigned within the same classification or lower.

MINIMUM QUALIFICATIONS
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 skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education

• High School Diploma or Equivalency Certificate required.
• Some College Level Courses specialized secretarial and/or commercial business courses including office procedures bookkeeping record management typing and shorthand preferred.

Experience

• Three (3) years recent progressively responsible secretarial work experienceof which at least two (2) years shall have been in connection with school operations required;
• Or an equivalent combination of education and experience which provides the required knowledge skills and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge Skills Abilities and Other Characteristics

• Demonstrated ability to type forty (40) words per minute.
• Proficiency in the operation of personal computers including word processing spreadsheet data base management and desktop publishing. Ability to use school based financial student and human resources records management systems.
• Thorough knowledge of office practices and procedures business English spelling bookkeeping and commercial arithmetic.
• Ability to train instruct assign coordinate and supervise the work of other clerical office personnel and student assistants.
• Ability to exercise courtesy tact and diplomacy in dealing with students parents administrators other employees and the general public.
• Considerable knowledge of Board of Education and school operations policies and procedures.
• Ability to exercise independent judgment and discretion in applying and interpreting school policies and procedures.
• Ability to maintain confidential and important operating records.
• Demonstrates ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing Microsoft Office Suite Word Excel Outlook and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires a minimum score on a preemployment assessment is required.

Language Requirements

• Bilingual/Biliterate If assigned to bilingual program bilingual and biliterate in targeted language native or near native required.

Licenses and Certifications
Employee must retain active licenses certifications and enrollment as a condition of employment.

• Hold or be eligible for Notary Public issued by Maryland Secretary of State required.

Driving Requirements

• N/A

LEADERSHIP ROLE

• N/A

PHYSICAL DEMANDS/WORKING CONDITIONS
The physical demands and working conditions described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

• Standing: under 1/3 percent of the time
• Walking: under 1/3 percent of the time
• Sitting: between 1/3 and 2/3 percent of the time
• Keyboarding: between 1/3 and 2/3 percent of the time
• Talking: between 1/3 and 2/3 percent of the time
• Hearing: between 1/3 and 2/3 percent of the time
• As required by the duties and responsibilities of the position.

Vision
The vision demands with correction described here are representative of those that must be met to successfully perform the essential functions of this job.

• No special vision requirements

Work Environment
Location

• Office school or similar indoor environment: over 2/3 percent of the time

Noise Level

• Moderate: between 1/3 and 2/3 percent of the time

Weight & Force
Lifting and carrying requirements

• Up to 20 pounds: under 1/3 percent of the time

Travel Requirements

• N/A

JOB INFORMATION

ORGANIZATION

HR JOB INFORMATION

ClickHEREto view Terms of Employment Benefits and Salary Scale. Scroll down to locate (Unit 4 SAAAAC)