Qualifications:

Education/Certification:

High school diploma or GED

 

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice

Effective organizational, communication, and interpersonal skills

 

Experience:

One to three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements. Prepare instructional materials and as requested.
2. Prepare instructional materials, meeting agendas, run reports for honor rolls and attendance, graduation lists, and campus communication as requested, using typewriter or personal computer
3. Maintain a log of visitors to school
4. Schedule meetings and appointments and maintain calendar for Principal.
5. Assist in processing new student records and setting up cumulative folders.
6. Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines.
7. Maintain school calendar of events.
8. Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.
9. Maintain physical and computerized files including mailing lists, student records, visitor logs, office communication and inventory of school and office supplies.

Reception and Phones

10. Receive incoming calls, take reliable messages, and route to appropriate staff.
11. Assist students, teachers, and parents as needed.

Accounting and Inventory

12. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).
13. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
14. Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
15. Maintain inventory of fixed assets, equipment, and supplies.

Other

16. Assist with planning, preparation, and setup of faculty meetings and campus activities.
17. Sort, distribute, or deliver mail and other documents.
18. Administer medication to students, check temperatures, and notify parents of student illness in nurse’s absence.
19. Assist with coordination of faculty meetings and campus activities.
20. Maintain positive and effective communications and relationships with supervisors and colleagues
21. Maintain confidentiality.
22. Perform other duties as assigned.

Supervisory Responsibilities:

Monitor the work of campus secretaries and clerical aides.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress