Secretary

Position Type:

Secretarial/Clerical

Date Posted:

6/21/2024

Location:

Marshall High School

Date Available:

08/01/2024

Closing Date:

07/10/2024

District:

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Marshall Public Schools serves over 2,700 PK-13 students across eight (8) school buildings throughout the Marshall and Albion communities. Our district is unique compared to other school systems because of our geographics footprint with the innovative, educational pathways for our students and families. Marshall Public Schools is dedicated to our mission, "To create ONE equitable, inclusive and innovative educational community."

NATURE OF POSITION: The secretary provides full support to the school building ensuring the efficient operation of the office while handling daily work pressures, requiring constant concentration to a volume of work which must be completed within a limited period of time. The employee serves to support the building administrator(s) and maintains effective public relations with parents, staff, students and visitors alike.

LOCATION:

Marshall High School

ACCOUNTABILITY:

Principal

WORK YEAR:

240 Days; M-F; 7:00 AM-3:30 PM (8 hrs/day; 40 hrs/week)

WAGES / BENEFITS:

$19.17/hr

JOB QUALIFICATIONS:

• Associate's Degree or High School Diploma/GED with equivalent experience (three years secretarial/clerical work and/or post high school educational studies in a related field)

• Knowledge of school functions, operations, and administration

• Strong grammar and writing skills

• Knowledge in budget and accounting principles

• Proficient computer skills including word processing, spreadsheets, database, presentation software and Internet

• Strong interpersonal relation skills including the ability to maintain strict confidentiality, to work positively with a professional staff with diverse personalities and to interact positively with students, parents and the community

• Strong grammar and writing skills

• Confidentiality

SPECIFIC RESPONSIBILITIES: The nature of responsibilities listed is a reflection of the job description as a whole but is not limited to the details outlined below.

• Provide assistance in correspondence, phone messages, and scheduling of appointments for the high school principal

• Professionally represent the school and the District in all interactions with parents, community, staff and students including: face-to-face, email, social media and in written communications

• Perform general office duties including answering multi-line phones, monitoring door bell and buzzing visitors in, greeting the public, typing, filing, sorting, scheduling appointments and handling incoming and outgoing mail

• Independently answer routine questions and correspondence from parents, staff and students not requiring the supervisor's attention

• Reconcile building level account balances (teaching supplies, administrator supplies, etc.) and financial documentation (bank statements, cash receipts, school accounts) monthly and annually ensuring accuracy

• Process check requests and invoice processing

• Manage purchase requisitions and purchase orders, receiving verifications

• Manage cash balance for internal building accounts and all related activity accounts, cash receipts, expenditures, reports to activity sponsors

• Prepare cash receipts and deposits from school activities including student registration; track book deposits and other fees as it relates to students and receipt of their diploma

• Research, create, input, format, organize and edit relevant data as needed or requested and prepare in usable format discipline, academic, student assessment data, and manage special projects as assigned by administrators

• Appropriately maintain and secure confidential records and inquiries. Maintain confidentiality and adhere to FERPA laws at all times and ensure that the Student Management area is also in compliance

• Assist with the District Audit for Pupil Accounting; maintain various reports for fourth Wednesday pupil accounting

• Manage and maintain student service data

• Manage and maintain school administrative files such as teacher evaluations and folders, record and file leave forms, supply teacher requisition forms, sub sheets and folders and time cards

• Email routine newsletters to parents/guardians on list serv

• Compile/update the high school web pages

• Compile/update the daily building schedule of activities and distribute weekly

• Establish various lists including Classroom Counts, Grade Rosters, Seminar Roster, CACC students, Mar Lee students, School of Choice students, Independent Study students, etc.

• Send at the end of each month student reports to superintendent

• Prepare and distribute year-end check out forms for students and staff

• Maintain book fines for students and book deposits

• Order and sell parking permits; maintain file on all vehicles registered for staff and students

• Troubleshoot office machinery (copy, fax, etc.) and contact for service as needed

• Coordinate maintenance and supply inventory

• Backup and assist other secretaries and counselors

• Issue work permits

• Prepare the following lists: class, seminar, emergency factor, student schedule cards, and student demographic information

• Collect new staff director information and update current staff data

• Compile building calendar and publish for appropriate individuals

• Schedule pre-registration day: arrange photographer, health services, helpers, registration mailing packets, etc.

• Complete TSDL report

• Administer and/or assist with medications within the scope of District policy and state and federal law, as needed

• Sign in substitute teachers, provide subs with needed attendance, and reconcile all absences for third-party vendor payroll processing

• Assist designated health care paraprofessional in providing supervision of students in health room, evaluating student injuries, performing minor first aid, contacting parents, in compliance with District policy and completing required paperwork in a timely fashion, as needed

• Perform other duties as assigned

APPLICATION PROCESS:

Applicants must complete an online application accompanied by a letter of interest, resume and evidence to show minimum qualification requirements have been met (i.e. copy of transcripts, diplomas, certificates, etc.). To access and start an application for employment, visit www.marshall.k12.mi.us; click on Employment Opportunities under District area.

DEADLINE TO APPLY:

Wednesday, July 10, 2024