POSITION: 12 Month Secretary

 

HOURS:  8:15 a.m. - 4:15 p.m.

 

QUALIFICATIONS:           

1. High School Diploma, required. 
2. Associate’s Degree or accredited secretarial training, preferred.
3. One to three years of previous experience in an office and/or educational environment preferred.
4. Able to work independently and establish priorities to meet deadlines.
5. Able to follow procedures and practices in a timely and accurate manner.  
6. Maintain confidentiality in all job related functions.
7. Basic knowledge of computer applications and Microsoft Office programs such as Word, Access, Excel, Power Point and Outlook.
8. Excellent communication skills, both written and verbal, required.
9. Basic knowledge of office machines (copiers, fax, typewriter, telephone, etc.)
10. Strong organizational skills.
11. Excellent customer service skills.
12. Ability to work as part of a team.
13. Ability to be flexible and perform other tasks as assigned.
14. Understanding of general accounting procedures and office management.                         

ACCOUNTABILITY OBJECTIVE:

 

The position is responsible for providing administrative support to the Building Principal and/or Associate Principals in the following areas: coordinating office activities, scheduling appointments, greeting visitors, and preparing internal/external communications.  Additional duties associated with fiscal activities like purchase orders, allocation, material ordering, and payment fulfillment are expected.  The secretary must use initiative and judgment in the performance of duties and is expected to relieved Building and Associate Principals of minor office details.  The work involves confidential and personal matters. The secretary should be able to use independent judgment in determining various issues that do not involved major deviations from established policies or procedures.  Responsibility for varied public contacts is a very important part in the position.  The secretary should understand program needs and anticipate/respond accordingly. 

 

PERFORMANCE ACCOUNTABILITIES:

 

1. Type all correspondence, process mail and perform general office functions      including acting as receptionist and clerical support for the main office.     
2. Screen and direct calls.
3. Maintain office records in an orderly and current manner.
4. Design and modify forms.
5. Maintains confidentiality of office information  and records.
6. Accurate, orderly, accessible, and confidential maintenance of office files.
7. Enters data into student management system and runs reports as requested for registration, withdrawal, and scheduling.
8. Coordinate discipline documents and reports such as class absences, tardiness class cuts, suspension records, and notification forms/letters.
9. Maintains office equipment.
10. Assistant in the collection of textbooks, lost textbooks, and manage holds.
11. Assist with banking transactions for building funds.
12. Record and send personal/emergency day request forms.
13. Process substitute time slips and class coverage to be sent to Payroll.
14. Take lunch applications and send to Linton for review.
15. Assists principal with special projects.
16. Initiate and maintain permanent record cards.
17. Send homework requests to teachers.
18. Assists in opening, checking, and proper distribution of supplies.
19. Prepare all purchase orders.
20. Assists in maintaining accurate inventory of equipment and supplies.
21. Help in controlling access to counselors by students, parents, and others in guidance suite. (MS)
22. Coordinate and assist with teacher parking. (HS)
23. Direct student office assistants in daily activities as needed. (HS)
24. All other duties assigned by building Principals and Associate Principals.

 

PHYSICAL DEMANDS:  The physical demands 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.

• Sitting for extended period of time
• Lifting, carrying, pushing, pulling 35 pounds
• Ability to kneel, crouch, bend and reach to retrieve and handle teaching materials and supplies
• Moving fingers and hands in a repetitive manner
• Ability to speak clearly and distinctly when communicating
• Hearing clearly
• Adequate vision to perform duties

The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position.  Additional duties are performed by the individuals currently holding this position and additional duties may be assigned