School Secretary

Position Status: Tier 1
Benefited
8 Daily Hours

Salary Range E
$ 17.50

Working Calendar
213 Days

Required
High School Diploma or equivalent.
Immunization Records (Hepatitis B and MMR)
IVP Fingerprint Clearance Card

School Secretary
Purpose Statement
The job of Secretary - School is done for the purpose/s of providing complex and confidential secretarial and administrative support to the school-site principal and other administrators; conveying information regarding school functions and procedures; ensuring efficient operation of support functions; and coordinating assigned projects and site activities.

This job reports to Principal Essential Functions

• Compiles data from a wide variety of sources (e.g. student information, Kronos, calendars, expenditures/budget, invoices, enrollment forms, etc.) for the purpose of preparing reports, preparing information for assigned administrator, and complying with financial, legal and/or administrative requirements.
• Coordinates a wide variety of projects, functions and/or program components (e.g. meetings, in-service, fire drills, travel and accommodations, Kronos corrections, inventories, etc.) for the purpose of completing activities and/or delivering services in a timely fashion.
• Greets individuals entering the building (e.g. visitors, parents, students, vendors, etc.) for the purpose of responding to inquiries; and/or directing individuals to appropriate location in accordance with established building security procedures.
• Maintains a wide variety of manual and electronic documents files and records (e.g. budget data, spreadsheets, time sheets, bus requests, student records, emergency information, employee records, financial records, 20 Day Reports, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements.
• Monitors a wide variety activities on behalf of assigned Administrator (e.g. program components, meeting arrangements, account balances, work order status, etc.) for the purpose of achieving goals and meeting target dates in compliance with established guidelines and regulatory requirements.
• Oversees the work activities within the office (e.g. registration, mail distribution, attendance, visitor and volunteer sign-ins, daily SubFinder reports, traffic flow through the office, etc.) for the purpose of organizing assignments, monitoring progress, and ensuring completion within established guidelines.
• Prepares a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g. letters, memorandums, 20 Day Reports, inventories, POs, receipts for monies collected, handbooks, student award certificates, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.
• Presents information on administrative procedures (e.g. department/program policies, submission procedures, etc.) for the purpose of orienting new personnel and/or disseminating information to existing personnel, visitors, parents, students and external agencies.
• Processes a wide variety of documents and materials (e.g. Kronos mispunches, work orders, requisitions, verifies student related data, travel reimbursements, budget transfers, SubFinder entry codes, transportation requests for field trips, coaching contracts, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.
• Procures supplies and/or materials and substitutes for the purpose of maintaining availability of required items or personnel.
• Reconciles account balances for assigned budget categories for the purpose of maintaining accurate account balances.
• Researches a variety of topics (e.g. current practices, policies, substitute codes, student codes for Synergy data entry, fiscal discrepancies, etc.) for the purpose of providing information and/or recommendations and/or addressing a variety of administrative requirements.
• Responds to a wide variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction in a pleasant and cordial manner.
• Schedules a wide variety of activities (e.g. appointments, parent conferences, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator.
• Supports assigned administrative personnel for the purpose of providing assistance with their functions and responsibilities.

Other Functions

• Administers emergency first aid and scheduled medication to students under the direction of health professional and during the absence of the health professional (e.g. nausea, shortness of breath, seizures, dizziness, headaches, sprains, etc.) for the purpose of meeting immediate health care needs.
• Monitors students referred for illness or disciplinary action for the purpose of ensuring student welfare and maintaining a secure office environment.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.
• Troubleshoots equipment malfunctions (e.g. copiers, computers, fax machines, laminating machines, etc.) for the purpose of performing minor repairs and/or referring to repair services.

Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects, and performing basic bookkeeping and record keeping; preparing and maintaining accurate records; screening telephone calls; using Microsoft Office software applications including Word and Excel.
KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; basic bookkeeping principles; business telephone etiquette; and common office machines; concepts of grammar, spelling and punctuation.
ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; setting priorities; working as part of a team; working with constant interruptions; communicating with persons of diverse backgrounds; diffusing argumentative behavior; displaying tact and courtesy; working with frequent interruptions.
Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; operating within a defined budget. utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.
Working Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 70% sitting, 15% walking, and 15% standing. The job is performed in a generally hazard free environment.
Experience Job related experience is required.
Education High school diploma or equivalent.
Equivalency Required Testing Certificates Continuing Educ./Training Clearances Criminal Background Clearance
FLSA Status Approval Date Non Exempt