Principal's Secretary At Ridge Road Elementary

NORTH LITTLE ROCK SCHOOL DISTRICT

JOB DESCRIPTION FOR:

Secretary to the Principal

Department: Clerical

Job Status: Full Time

FLSA Status: Non-Exempt

Reports To: Principal

Grade/Level: Elementary

Amount of Travel Required: No travel required

Work Schedule:

Positions Supervised: None

207-day contract, Monday through Friday, daily schedule: 8-hours exclusive of a 30-minute lunch

POSITION SUMMARY

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, and providing information to callers.

ESSENTIAL FUNCTIONS

Reasonable Accommodations Statement

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

• Operate office equipment such as fax machines, copiers, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.

• Processing of purchase orders and maintaining budgets

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.

• Greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.

• Procure substitutes for staff absences.

• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.

• Locate and attach appropriate files to incoming correspondence requiring replies.

• Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters.

• Complete forms in accordance with school/district procedures.

• Make copies of correspondence and other printed material.

• Review work done by others to check for correct spelling and grammar, ensure that company format policies are followed, and recommend revisions.

• Compose, type, and distribute meeting notes, routine correspondence, and reports.

• Learn to operate new office technologies as they are developed and implemented.

• Maintain scheduling and event calendars.

• Schedule and confirm appointments for Principal or others as assigned.

• Manage projects, and contribute to committee and teamwork.

• Mail newsletters, promotional material, and other information.

• Order and dispense supplies.

• Conduct searches to find needed information, using such sources as the Internet.

• Provide services to parents, patrons, students, and staff such as order placement and account information.

• Collect and disburse funds from cash accounts, and keep records of collections and disbursements.

• Prepare and mail checks.

• Coordinate conferences and meetings.

• Take dictation in shorthand or by machine, and transcribe information.

• Arrange conferences, meetings, and travel reservations for office personnel.

• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.

• Ability to properly track and account for school funds.

• Reliable individual able to accept responsibilities as assigned by the Principal.

• Ability to process and accurately follow directives.

• Ability to function as a team player.

• Diversity-oriented - ability to work with any and all people.

• Flexible - able to monitor and adjust at a moments notice.

• Ability to present school-related information in a professional manner to staff, students, and parents.

• Other duties as assigned.

POSITION QUALIFICATIONS

Competency Statement(s)

• Accountability

• Ability to accept responsibility and account for his/her actions.

• Accuracy

• Ability to perform work accurately and thoroughly.

• Active Listening

• Ability to actively attend to, convey, and understand the comments and questions of others.

• Detail Oriented

• Ability to pay attention to the minute details of a project or task.

• Loyal

• The trait of feeling a duty to the employer.

• Organized

• Possessing the trait of being organized or following a systematic method of performing a task.

• Reliability

• The trait of being dependable and trustworthy.

• Research Skills

• Ability to design and conduct a systematic, objective, and critical investigation.

• Responsible

• Ability to be held accountable or answerable for one's conduct.

• Communication, Oral

• Ability to communicate effectively with others using the spoken word.

• Honesty / Integrity

• Ability to be truthful and be seen as credible in the workplace.

• Initiative

• Ability to make decisions or take actions to solve a problem or reach a goal.

• Working Under Pressure

• Ability to complete assigned tasks under stressful situations.

SKILLS & ABILITIES

Education: High School Graduate or General Education Degree (GED)

Experience: one to two years related experience preferred

Computer Skills: Proficient in the use of Microsoft Word and EXCEL, with the ability to acquire additional computer skills related to APSCN, COGNOS with minimum additional training.

Certificates & Licenses: Minimum of a High School Diploma preferred

Other Requirements: Ability to maintain a high percentage of attendance. Many functions of the job are time sensitive dealing with Stimulus money and other sources of funding, therefore, the ability to work under pressure with a high degree of accuracy is necessary.

PHYSICAL DEMANDS

Physical Demands

Lift/Carry

Stand

F (Frequently)

Walk

F (Frequently)

Sit

F (Frequently)

Handling / Fingering

F (Frequently)

Reach Outward

F (Frequently)

Reach Above Shoulder

O (Occasionally)

Climb

O (Occasionally)

Crawl

N (Not Applicable)

Squat or Kneel

O (Occasionally)

Bend

O (Occasionally)

10 lbs or less

F (Frequently)

11-20 lbs

O (Occasionally)

21-50 lbs

O (Occasionally)

51-100 lbs

N (Not Applicable)

Over 100 lbs

N (Not Applicable)

Push/Pull

12 lbs or less

F (Frequently)

13-25 lbs

F (Frequently)

26-40 lbs

O (Occasionally)

41-100 lbs

N (Not Applicable)

N (Not Applicable)

Activity is not applicable to this occupation.

O (Occasionally)

Occupation requires this activity up to 33% of the time (0 - 2.5+ hrs/day)

F (Frequently)

Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5+ hrs/day)

C (Constantly)

Occupation requires this activity more than 66% of the time (5.5+ hrs/day)

Other Physical Requirements

Sense of Sound (ability to carry on telephone conversations)

Sense of Touch

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment may vary from quiet to noisy. The work environment has limited exposure to environmental conditions.