Secretary - 10 Month (2023-2024 SY)

Summary: To perform a variety of basic secretarial activities in support of technical, professional and supervisory staff within a department or school site; and to provide processing and data entry support; and to provide information and assistance to faculty, staff, students and parents.

This individual is cross-trained to demonstrate the use of cost-effective procedures in fiscal management.

This individual assists management in making decisions that may have a great impact on others. However, most of the decisions made are discussed with the Principal prior to implementation.

Essential Duties: (These duties represent a sample and may vary by position.)

• Acts as a receptionist, responds to requests and inquiries and assists visitors with directions and information.

• Operates standard office machines such as typewriters, photocopiers, duplicating machines, telephones, calculators and computers.

• Participates in the duties related to the administration of an office, assists in preparing comprehensive reports and recommending improvements in work flow, procedures and use of equipment and forms.

• Prepares reports, handbooks and agendas.

• Utilizes positive human relation skills to interact with teachers, assistant principals, administrators, other staff, students and parents in fulfilling requests for assistance as appropriate.

• Opens, sorts and distributes incoming mail.

• Performs special projects and assignments as requested; prepares reports; gathers, assembles and summarizes information and data.

• Assists in training and monitoring the work of temporary secretaries or student assistants; may assist in providing training to clerical staff as appropriate.

• Orders, stores and issues supplies and materials; maintains office supply inventory records.

• Maintains copier maintenance and monitors staff usage.

• Assists with the organization and implementation of the procedures for the opening and closing of school for staff and students.

• Creates and maintains bulletin boards.

• Responds to emergencies, such as bomb threats and lock downs.

• Assists with safety audits.

• Enrolls and withdraws students.(Elementary)

• May be responsible for the attendance function. (Verifies early dismissals, enters absentee data and maintains absentee reports).

• Maintains all aspects of student files. (Creates cumulative folder and Kardex and updates annually; establishes and maintains filing and check out system; updates all student information) .(Elementary)

• Maintains copier maintenance and monitors staff usage.

• Maintains all administrative and staff files.

• Meets with new parents and students to begin registration and orientation process.

• Places test labels on kardex.

• Issues work permits.(High School)

• Processes free/reduced lunch forms.

• Prints and sends transcripts to requesting schools, businesses, programs and individuals; collects money for and logs transcripts sent.(Middle and High Schools)

• Cross-trained in financial procedures to serve as back-up.

• Issues work Permits and Driver's Eligibility Certificates. (High School)

• Insures compliance with federal, state, local and school system rules and regulations.

• Assists students with minor injuries; dispenses medications according to physician's directions, calls parents as needed.

• Screens telephone callers, responds to complaints and requests for information on regulations, procedures. Refers others to appropriate personnel.

• Maintains a working knowledge of the Family Educational Rights and Privacy Act regulations and serves as school's point person for articulation and adherence to guidelines.

• Distributes report cards and other quarterly reports.

• May process payroll.

• Performs related as assigned.

Education and Experience:

Minimum

• High School Diploma or G.E.D. with Secretarial Coursework

• One year of related experience required.

Desired

• Associate degree

• Secretarial experience in a school setting

Licensing / Certification Requirements: N/A