School Administrative Secretary

STAFF POSITION Responsible directly to Principal. JOB SUMMARY Under supervision of Principal, acts as the school Office Manager.

Performs tasks requiring complex management and administrative skills. Prepares and maintains files and records relating to students, staff, operations and activities while preserving a high level of confidentiality. Acts as confidential administrative assistant to Principal; supervises, coordinates and performs a wide variety of complex office procedures.

Performs public relations and communications for Principal, school and district. Administers first aid on a regular basis. In absence of Principal, uses good judgment in communicating with the District Office and teacher in charge, acts as first emergency responder.

Creates, produces and distributes newsletters, correspondence, flyers and bulletins; schedules appointments and meetings; receives, opens, prioritizes, and distributes inter-office and U.S. mail. EXAMPLES OF WORK Sets the tone of the school office when greeting the school community as well as the community at large; effectively communicates with all age groups; informs students, staff and public of school policies, procedures, actions, activities and schedules as appropriate; maintains Principal's calendar and school calendar of events. Collects, compiles, organizes and records a variety of data related to personnel and student activities; prepares and maintains related records, files and logs.

Completes a wide variety of annual reports. Maintains records of payroll for certificated, classified and other personnel; maintains accurate records of substitute teachers; receives and distributes paychecks. Collects and accounts for monies in conjunction with school activities according to established procedures; oversees and maintains petty cash.

Responsible for attendance accounting and reports for students and staff including daily, weekly, and monthly attendance reports; maintains confidential student database information (using knowledge of Power School program), has knowledge of complex computer programs; keeps cumulative paper records; keeps accurate records of absent and tardy students; verifies absences for employees and students. Supervises additional clerical staff. Administers first aid; responsible for caring for students and staff who become ill, have accidents or serious medical conditions; administers daily and as needed medications under direction of the District Nurse.

Orders school supplies (using QSS program), maintains office equipment, handles work orders (using Zeus program) and service calls. Acts as liaison to PTA presidents and committee chairs. QUALIFICATIONS In addition to secretarial competencies (typing, word processing, phone etiquette, etc.), has the professional and executive skills that will enable him/her to be effective in relationships with Principal, staff, parents and students. and sensitive to and able to communicate with a multi-cultural population of students, parents, professional and paraprofessional staff members.

Must be tactful and courteous. Able to multi-task in a busy office with constant interruptions and effectively delegate tasks. Able to prioritize responses to a variety of situations, including medical emergencies.

Able to handle extremely stressful situations including contact with abusive and dissatisfied individuals. Uses good judgment in scope of authority delegated; willing to be trained in basic first aid and CPR; willing to work with potential hazards such as contact with blood and blood-borne pathogens; willing to learn rules, regulations, laws and policies governing the School District and ability to apply them with good judgment. EDUCATION AND EXPERIENCE High school diploma and two years of college or equivalent training needed; additional training on computer and data processing.

Two years of varied experience in general secretarial positions, preferably in a school district. Approved: 01-18-06

Requirements / Qualifications

Requirements / Qualifications