Secretary

Secretary JobID: 368

Position Type:

Secretarial/Clerical/Secretary - 12 Months

Date Posted:

6/11/2024

Location:

District Wide

Closing Date:

07/26/2024

Additional Information: Show/Hide

Secretary

QUALIFICATIONS:

• High School Diploma required

• Two years' experience in a school setting preferred, or the equivalent combination of experience and training which provides the knowledge, skills and abilities to meet the performance responsibilities.

• Ability to handle general tasks in the efficient operation of a school or administrative office.

• General knowledge of office practices and procedures.

• Be proficient in the use of Microsoft Office or an equivalent computer program.

• Demonstrate the ability to communicate effectively in English, both orally and in writing, using proper grammar and vocabulary.

• Demonstrate the ability to communicate effectively in Spanish, both orally and in writing, using proper grammar and vocabulary.

• Demonstrate appropriate telephone etiquette, with proper voice inflection.

• Have excellent integrity and demonstrate good moral character and initiative.

• Exhibit a personality that demonstrates enthusiasm and interpersonal skills to relate well with students, staff, administration, parents and the community, including difficult and emotional situations.

• Provide proof evidence that a criminal record history check has been conducted and clearance has been given by the Department of Education. During the initial six month period provide a sworn statement that the individual has not been convicted of a crime or a disorderly person's offense in accordance with 18A:8-7.1.

• Meets such alternatives to the above qualifications as the superintendent may find appropriate and acceptable.

REPORTS TO:

Building/District Administrative Staff

JOB GOAL:

To provide administration with support for efficient operations of the district.

PERFORMANCE RESPONSIBILITES:

• Organize and maintain an efficient and effective office that handles a variety of tasks for the administration, faculty, students, and parents of the school.

• Perform secretarial and clerical tasks of a varied nature. Many tasks will require a thorough knowledge of the rules and regulations of the school and school system and the frequent exercise of independent judgment within the scope of the authority granted by the Principal.

• Distribute mail and handle correspondence of the office, responding to routine requests for information, and transcribing, word processing, and proofing letters and responses.

• Type, reproduce and distribute notices to staff, students and parents.

• Ensure that all communications from the office meet proper written and oral English standards.

• Act as a receptionist, greeting visitors, answering telephone calls in a pleasant and efficient manner and communicating effectively in routine, sensitive, and confidential matters.

• Register new students, secure appropriate student records, maintain confidential student records, and transfer records for students moving to other schools.

• Maintain attendance data for each staff member, recording attendance, absences, substitutes, and other required information. Prepare attendance reports, coordinated with payroll data, as required.

• Maintain a current school calendar of events and use of facilities.

• Processes purchase orders as directed.

• Maintain efficient and well organized electronic and paper data collection and filing systems, including confidential student and personnel files.

• Arrange appointments and schedules for the Principal and Assistant Principals.

• Make announcements and operate the school intercom system.

• Assist the Principal or designee in the preparation of reports and documents by creating graphics and displays, using word processing and data management, creating an attractive presentation, copying, collating and distributing final products.

• Create forms, compile and organize data and information necessary for the efficient operation of the office, the completion of required district and State data collections, and the completion of the Principal's or designee's responsibilities. Complete all required monthly and year end reports in a timely fashion.

• Order and maintain office supplies.

• Maintain inventories of books, materials, and equipment of the school.

• Create and maintain a clean, attractive, orderly, safe, and efficient office environment.

• Recommend to the Principal or designee improvements needed in office procedures or operations.

• Communicate to the Principal or designee any unusual situations. Advise immediately of any evidence of substance abuse, child abuse, child neglect, severe medical conditions, potential suicide, or individuals appearing to be under the influence of alcohol, or controlled substances.

• Assist the Principal or designee and staff in handling interruptions and emergencies, calling for assistance when needed.

• Work cooperatively with staff in other offices in handling interruptions and emergencies, calling for assistance when needed.

• Maintain a safe working condition and operate electronic and other equipment needed to carry out job functions and responsibilities.

• Attend required staff meetings and serve, as appropriate, on staff committees.

• May supervise students as necessary.

• Keep informed about school and district activities, requirements of the law and code.

• Display ethical and professional behavior in working with everyone who communicates or is associated with the office. Serve as a role model for students and staff in demonstrating positive attitudes, appropriate attire and grooming, accepting responsibility, and an effective work ethic.

• Protect confidentiality of records and information about students and staff, and use discretion when sharing any such information within legal confines.

• May translate recorded phone message and written notes/letters.

• May translate for parents at meetings (parents/teacher, parent/administrator, I&RS, CST meetings etc...).

• May translate for tasks concerning any communication, written or verbal, between home and school. This may involve communication between students, staff, parents, and/or administration.

• Adhere to New Jersey school law, State Board of Education rules and regulations, Board of Education policies and regulations, school regulations and procedures, and contractual obligations.

• Perform any duties and responsibilities that are within the scope of employment, as assigned by the Principal, Superintendent or designee, and not otherwise prohibited by law or regulation.

TERMS OF EMPLOYMENT:

Twelve (12) month. Salary and fringe benefits established in the negotiated contract between the Board of Education and the Lakewood Education Association.