2025-26 Secretary: Middle School Records - Full-Time (8.0 hpd.) - Hamlin Middle School

Springfield Public Schools seeks outstanding candidates for the full-time (8.0 hpd.) position of Middle School Records Secretary atHamlin Middle School. This position works from 7:30 a.m. to 4:00 p.m. for 190 days per school year (September through mid-June).

Position Summary

The Middle School Records Secretary performs a variety of complex and diverse clerical work requiring independent judgment and a thorough knowledge of modern office and clerical procedures and practices. This position coordinates and manages school level student information systems open enrollment and grade/ transcript addition this position provides technical assistance and information to students staff and the public.

Essential Functions

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Coordinates student registration and student forecasting processes.
• Builds class schedules and schedules students for classes.
• Processes and secures confidential records and inquiries according to established procedural guidelines and policies.
• Processes incoming and outgoing records according to procedural guidelines and policies.
• Assigns student lockers and combinations at the beginning of the year collects and reconciles all assignments at the end of the year and maintains accurate and updated records.
• Maintains current district forms and school informational handouts for parents/students.
• Greets stakeholders and assists school functions by answering door buzzer building radio telephones routing calls or messages to appropriate staff and operating general office machinery including photocopy machines computers and fax machine as necessary.
• Performs a wide variety of clerical and secretarial work including computer data entry with speed and accuracy in an environment with constant interruptions.
• Attends in-service trainings and staff meetings as directed.
• Assists with troubleshooting office machinery maintenance and supply inventory.
• Distributes incoming and or outgoing mail and intra-district courier mail.
• Collect fees and writes receipts.
• Maintains and updates school website and social media.
• Assist with school-wide communication and school calendar.
• Assists with substitute staff.
• Other duties as assigned.

Knowledge Skills & Abilities (May be acquired through education training and/or experience.)

Knowledge of: District policies and procedures; modern office practices and procedures; highly developed letter writing correct language usage; highly developed receptionist telephone and record keeping/filing systems; highly developed computer hardware and software programs and their usage; modern office equipment; safety and first aid practices and procedures.

Skills: To proficiently utilize Microsoft Outlook Web App Microsoft Office Word and Excel.

Ability: To understand and apply District and school policies and procedures; maintain appropriate office appearance and attire; maintain attendance standards as outlined in OSEA bargaining agreement; greet stakeholders; maintain appropriate office appearance and attire; maintain attendance standards as outlined in OSEA bargaining agreement; provide information pertaining to area and/or District/School policies procedures and other pertinent information; operate maintain and arrange for repair various office/school equipment; establish and maintain cooperative working relationships with those contacted during the course of work and from diverse backgrounds; maintain records; utilize keyboarding skills commensurate with the required functions for this position; communicate effectively both orally and in writing; utilize appropriate grammar and spelling when corresponding make mathematical calculations accurately; follow oral and written instructions; accurately research various information and prepare related reports.

Physical Effort

While performing the duties of this job the employee is regularly required to talk or hear. The employee is frequently required to walk stand sit use hands for fine manipulation handle or feel and reach with hands and arms. The employee is occasionally required to stoop kneel crouch or crawl. The employee must regularly lift and/or move 25 pounds and occasionally maneuver up to 50 pounds. Specific vision abilities required by this job include close vision distance vision ability to adjust focus and peripheral vision.

Minimum Qualifications

Education:

• Associates degree or higher (attach diploma); OR
• Completion of two years post-secondary study consisting of 72 credit hours 48 semester units (attach transcripts);AND
• High school diploma or General Education Diploma (GED).

Experience:

• Two (2) year of increasingly responsible closely related work experience.

Certificates Licenses Registration & Other Requirements:

• Ability to obtain and hold a valid First Aid/CPR card and pass SafeSchools training modules as assigned
• Ability to pass Criminal Background Check

Desired Qualifications

• Two (2) year of general office related experience in the public school setting.
• Spanish bilingual & biliterate.