School Secretary (10 Months)- (Hiring For 24-25)

School Secretary

Location: Site Level School

Reports To: School Principal

FLSA Status: Non-Exempt

Salary Range: Per WBR Salary Schedule

Terms of Employment: 10 Months

GENERAL OVERVIEW

Under the direction of the Principal, the school secretary is responsible for coordinating the activities of the school office. Must perform routine clerical duties in a professional and business-like manner.

The position requires the independent exercise of judgment in accordance with School Board policy and procedure. The School Secretary must exercise discretion and the appropriate level of confidentiality in dealing with the public, school and district employees, and Board members.

PERFORMANCE RESPONSIBILITIES

Job Tasks, Duties and Responsibilities:

Manage the front office and providing outstanding customer service to all visitors

Assisting parents in person and on the phone

Signing visitors in/out

Keeping front office/work area tidy

Take messages for principal and all staff

Update transportation information for students in student information system

Creating/updating emergency contact information for teachers

Preparing Official beginning of the year documentation

Track completion of required training for staff

Communicating with maintenance on all repairs throughout the year

File student data electronically to maintain accurate and complete records

Bookeeping/oversee school funds account

Student and Staff Attendance:

Intake of student medical excuses

Enter excuses into OnCourse Database

File doctors'/ parents' excuses

Check in tardy students, update their attendance in OnCourse

Call DS Bus Company to check on status of bus routes

Oversee checking in and out for students

School Process and Procedures:

Distribute doctor orders to nurse

Signing for packages from curriers

Making copies for teachers when needed

Getting new uniforms for students as needed

Calling students to the office as needed

Check in people/parents for meetings

Remain at school until all students are picked up

Arranging afternoon pick up for students that miss the bus or parents are late

Enrolling students, making sure all have proper forms and proof of residency

Dropping students

Recording enrollments and drops in the in-house binder

Requesting records for incoming students, sending records

Checking folders for proofs of residency

Collect and update Student Emergency forms in OnCourse system (Aug- Oct)

Call home regarding forms that were not completely or properly filled out (Aug-Oct)

Communications:

Place mail in teachers' mailboxes

Typing, copying, faxing, emailing documents

Draft letters as needed

Manage correspondence for school principal, including writing letters and responding to emails

Equipment and Inventory:

Assisting teachers with the copy machines

Scan, fax and copy confidential documents with discretion

Competencies and Skills:

Problem solving skills

Professionally troubleshoot problems for staff

Organizational and planning skills

Balancing multiple and competing priorities

Attention to detail

Creating, ordering invitations for school events (save the date, orientation, open house, etc)

MINIMUM QUALIFICATIONS

High School Diploma or GED; supplemented by three (3) years successful clerical experience to include the use of computers and standard software applications such as Word Perfect, Microsoft Word, and Excel; or and equivalent combination of training and experience. Excellent computer and keyboard skills are required.

ABILITIES AND SKILLS

Work Environment: The School Secretary will work in an environment adhering to the School Board energy policy.

Workday consist of regular school hours. Then length of the workday varies as the result of evening activities or emergencies. In addition, job responsibilities may require work on weekends or holidays and attendance at meetings.

Communication Skills: The School Secretary must be able to effectively communicate in English both orally and in writing. Must have ability to accurately give and receive information via telecommunication system and must be able to communicate successfully with students, teachers, parents, school personnel, and the community.

Equipment Used: The School Secretary should be able to use a telephone, audio-visual equipment, computer, copy machine, laminator, and other appropriate machines and equipment relative to office management.

Physical and Mental Involvement: The School Secretary must be able to perform these physical activities: standing, walking, reaching bending, and lifting 40 pounds (sometimes required). The School Secretary must be able to plan and implement appropriate financial projects and reports.

Must be able to understand and interpret written and verbal instructions. Must keep accurate, up-to-date records. Must be able to comply with federal, state and parish regulations.

Human Relations: The School Secretary must be able to work cooperatively with district personnel and the community.

Must be able to respond appropriately to supervision and accept commendations and recommendations. Must demonstrate sensitivity/understanding in interpersonal relations with persons of diverse cultures/backgrounds.