School Secretary (2024-25 School Year)

School Secretary (2024-25 School Year) JobID: 3101

Position Type:

Clerical

Date Posted:

6/13/2024

Location:

Various School Sites

Closing Date:

Until Filled

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Summary:

Coordinates work activities for the main office and performs responsible and complex secretarial and clerical duties for a Principal of an Elementary, Junior High, or Alternative School. Assists the Principal by performing routine administrative tasks and coordinating the workflow and clerical support activities of the school office.

Essential Duties & Responsibilities:

The School Secretary is qualified and capable of performing all of the following, and may oversee a portion depending on specific needs and staffing levels of the site.

• Coordinates and performs school office activities. Develops and implements best practices for information and document flow in the office, and to and from teachers/classrooms and specialists.

• Coordinates communications about school activities, events and timelines to relieve the Principal of routine administrative details and conveyances to parents.

• Performs secretarial duties for the Principal and other credentialed staff. Composes letters, memoranda and bulletins independently within scope of authority. Schedules appointments and maintains calendars.

• Registers students into the school. Receives files and initiates contact with former schools to obtain official records. Enters data into a student information system and creates a permanent record.

• Maintains up-to-date student data files. Composes correspondence, reports, bulletins, memoranda, manuals and other materials from standing instruction, notes, and meeting recollections.

• Assists in the preparation of the school and or student body budget. Organizes budget and financial material to monitor expenditures and maintains accurate fiscal records for a variety of programs. Maintains a variety of files.

• Monitors student enrollment to maximize average daily attendance. Oversees and may review reports to verify correctness of information, and participates in preparing monthly reports to the District.

• Coordinates and monitors requests for substitute teachers and other staff, including class rosters, instructors, contact information, schedules and classroom access.

• Provides support to processing of certificated and classified payroll items. Maintains absence records and reports with respect to personnel.

• Prepares from rough drafts or verbal instructions a variety of materials including master schedules, letters, memoranda, requisitions, lists, bulletins, reports and statistical data.

• Requisitions, receives, stores and distributes supplies and office materials. Maintains materials and supply inventory.

• Performs research as directed by the Principal. Computes and compiles information and statistics on subjects related to student attendance, demographics, and achievement.

• Receives and reports maintenance issues to Facilities Maintenance and IT.

• Coordinates and participates in the registration of students. Follows up to obtain records from previous schools.

• Coordinates and provides administrative support to special events such as those for visitations, open house, and parent engagement.

• May provide first aid and control and/or administer medications to students as authorized and trained by a Registered Nurse.

• May provide work direction and guidance to other support staff.

• Attends meetings and trainings required by the district.

• Performs other duties as assigned that support the overall objective of the position.

Qualifications:

• Knowledge and Skills:

• The position requires working knowledge of office practices, procedures and equipment, including filing systems, receptionist and telephone techniques, and letter and report writing. Requires a working knowledge of personal computer based software programs that support this level of work, including but not limited to word processing, spreadsheet, presentation graphics, special applications used at the school site for student attendance and records. Requires basic skill at facilitating problem-solving processes. Requires sufficient math skills to perform financial and statistical record keeping. Requires sufficient knowledge of proper English usage, grammar, spelling, and punctuation to prepare professional correspondence. Requires sufficient human relations skill to work productively and cooperatively with diverse groups within the District, and exercise patience when dealing with internal and external customers, and convey technical concepts.

• Abilities:

• Requires the ability to independently perform all of the duties of the position in an environment dominated by interruptions. Requires the ability to accurately take and transcribe notes and/or meeting minutes/recollections. Must be able to learn, interpret, explain and apply knowledge of District and site organization, operations, programs, functions, special terminology used in the organization unit, and labor agreements to relieve an administrator or program director of a variety of administrative details. Requires the ability to prepare spreadsheets, graphs and charts, and enter, import, and export data to and from databases. Requires the ability to plan, organize and prioritize work in order to meet schedules and timelines. Requires the ability to communicate with staff and customers using patience and courtesy, and in a manner that reflects positively on the organization unit.

Education and Experience:

• High School diploma or GED.

• Supplemental college business courses and 4 years of progressive experience in a clerical, financial and secretarial capacity.

• Alternatively, an Associates Degree and two years of progressive secretarial experience would be accepted.

Licenses and Certificates:

• Valid typing certificate (dated within one (1) year).

• May require a valid driver's license.

• May require a first-aid card.

Application Document Requirements:

• Resume

• High School diploma or GED.

• Typing Certificate 40 WPM (must be dated within 1 year, online certificates not accepted)

• District Clerical Screening Test

The District offers the Clerical Screening and Typing test. Please visit the Human Resources Testing Page to review testing information and to register for testing if you need to meet this requirement

Salary and Terms of Service:

Salary range (33) $22.89 - $28.17 per hour, eight (8) steps, eight (8) hours per day and five (5) days per week (M-F). Holidays, sick leave and vacation benefits. Prepaid family dental, medical, and vision insurance, prepaid life insurance plan for employee only.

Required Application Procedure:

Apply Online. An online application and all documents supporting the application requirements noted above must accompany your application by the closing date in order to receive consideration for this position. It shall be the applicant's responsibility to supply copies of all documentation, letters of recommendation etc. or other related materials.

Selection Procedure:

A screening committee will evaluate each application, personal resume, and other letters of reference. Interviews will be scheduled for qualified applicants. If after interviews suitable applicants are not found, the search will continue. As required by California State Law, should you be employed by the District, your fingerprints will be taken and submitted to the Justice Department and the FBI for a background check. Processing fee will be at applicant's expense.