Full time building secretary (210 days)

Position Purpose:

Under the direct supervision of the principal or other school administrator, to provide clerical, secretarial and administrative assistance to school administrators at a school site.  Building secretaries convey information regarding school functions and procedures, and support the broad array of services provided to students, parents, and staff members.

Essential Functions:

The following description is illustrative of the tasks and responsibilities associated with this position.  It is not meant to be an inclusive list of every task or responsibility.

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for the principal or other school administrators.
• Maintains the daily/weekly/monthly calendar of the principal to coordinate the scheduling of work-related appointments, activities, meetings, etc.
• Assists in planning and scheduling school events and activities, and maintains a calendar of school and students events to coordinate and schedule events.
• Maintains documents, files and records to provide up-to-date reference and audit trail for compliance.
• Prepares purchase orders to submit to the school district's accounting/finance office.
• Maintains inventories of supplies and materials to ensure items' availability.
• Assists visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provides information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Schedules appointments with students, parents and teaching staff or others as requested.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, provides information, and facilitates communication among parties.
• Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) to coordinate the scheduling of deliveries, activities, etc.
• Supports, guides, leads, trains and coordinates work of school clerical employees to provide assistance with administrative functions.
• Maintains a regular and predictable attendance history while employed by the district
• Performs other related tasks as assigned by the principal and other central office administrators as designated by the Superintendent.

Equipment:

• Uses standard office equipment such as personal computers, printer, copy and fax machines, and telephone.

Travel Requirements:

• Limited travel to and from meetings may be required

Knowledge, Skills, and Abilities:

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards:

• Works in standard school building environment.
• For a complete list of the physical and mental demands needed to perform the essential functions for this position, please see the Summary of Physical, Sensory, and Environmental Requirements.

Qualification Profile:

• Certification:  N/A
• Education:
• High School diploma or equivalent.
• Associates degree in office managment or similar field preferred.
• Experience:  Successful prior secretarial or office management experience preferred.

 
FLSA Status:  Non-exempt