School Secretary (4 hrs)
School Secretary (4 hrs)
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Job Description
LOUISVILLE CITY SCHOOLS
JOB DESCRIPTION
Start Date: 2025/2026 School Year
Position: School Secretary
Reports to: Principal/Assistant Principal
Description: Provide clerical assistance for the efficient and effective operation of the schooladministrative offices. Assist where appropriate the instructional and support staff as well as students parents and members of the community
NOTE: The below lists are not ranked in order of importance
Essential Functions:
- Ensure safety of students
- Open and/or close office each work day
- Prepare correspondence and other typing/word processing duties as directed by the Principal or Assistant Principal
- Deposit and account for all monies received
- Prepare homeroom enrollment and various enrollment reports
- Prepare attendance and announcement list for staff
- Enroll register and withdraw students
- Assist in the maintenance of scheduled appointments conferences and interviews for Principal
- Maintain student and personnel folders and emergency cards via computer database
- Prepare transcripts requests including those for withdrawn students
- Maintain check in/out register
- Administer medication to students in the absence of the school nurse
- Administer first aid when necessary
- Contact parents/emergency contacts if severe student injuries
- Serve as clerkcustodian for the school activity accounts
- Prepare both statistical and routine reports memoranda bulletins etc.
- Maintain and account for requisitions and purchase orders
- Coordinate maintenance repair and supplies for copy machine fax machine and other office equipment
- Process new student information
- Maintain accounting of general fund transactions
- Distribute and collect staff leave forms
- Process weekly time sheets
- Contact parents of students who have not reported to school by designated time
- Use EMIS for registration etc.
- File collate copy and distribute materials
- Type P.O.s verify orders send packing list and copy of P.O. to Treasurer for payment
- Collect record fees field trip fees lost book fees etc. bill students for unpaid fees
- Submit office supply budget each year and keep inventory of office supplies
- Maintain student EMIS information e.g. change of address phone number guardian medical history etc.
- Schedule and process parent conferences and paperwork
- Oversee discipline of students who are sent to the office when no one is available
- Make contacts with the public with tact and diplomacy
- Maintain respect at all times for confidential information
- Interact in a positive manner with staff students and parents
- Attend meetings and inservices as required
- Order and distribute departmental and individual classroom supplies teacher and student handbooks
- Perform duties of receptionist by answering telephone recording appropriate messages sorting/distributing mail and greeting visitors
- Instruct new employees in office procedures and duties
- Open and sort mail daily
- Issue appropriate passes to students
- Keep accurate records of staff absences and compensatory time
- Keep a record of all visitors to the building
- Promote good public relations
- Complies with all Louisville City Board of Education policies and procedures.
Other Duties and Responsibilities:
- Respond to routine questions and requests in an appropriate manner
- Prepare supply material and equipment requisitions
- Assist with student scheduling
- Prepare academic progress reports for mailing
- Perform other duties as assigned by the Principal or Superintendent
- Serve as a role model for students in how to conduct themselves as responsible citizens
Qualifications:
- High school diploma or general education degree (GED)
- Associates degree preferred
- One year related experience
- Such alternatives to the above qualifications as the Superintendent and/or Board of Education may find appropriate
Required Knowledge Skills and Abilities:
- Ability to work effectively with others
- Ability to communicate ideas and directives clearly and effectively both orally and in writing
- Effective active listening skills
- Organizational and problem solving skills
- Ability to generate correspondence independently
- Excellent computer skills
- EMIS knowledge
- Firstaid training
- Knowledge of medication disbursement
- Bookkeeping and accounting skills
Equipment Operated:
- Copy machine
- Calculator
- Computer/printer
- Fax machine
- Telephone/cellular phone
- Typewriter
- Postage machine
- Laminator machine
Additional Working Conditions:
- Exposure to blood bodily fluids and tissue
- Exposure to loud noises
- Requirement to travel
- Requirement to work overtime
- Interactions with unruly children
- Exposure to loud noises
- Repetitive hand motion e.g. computer keyboard typing
- Interruption of duties by students visitors staff and/or telephoning
This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbents supervisor appointing authority.
Employment Type
Full Time
