Job Description

TITLE:      School Secretary

QUALIFICATIONS:

Minimum:

1) U.S. Citizen or authorized alien.

2) High School Diploma.

3) Must pass a criminal background investigation and drug screen.

4) Must possess computer/data processing and typing skills.

5) Must possess personality traits which are conducive to working closely with all school

    personnel and the public.

6) Satisfactory Completion of Red Cross First Aid Course including CPR within 60 days of

    employment.

Preferred:

1)   Certificate of Completion from Technical School or College.

REPORTS TO:  School Principal

JOB SUMMARY:

Performs secretarial work involving the smooth flow of correspondence and attention to administrative action matters in office operations. Work is performed in accordance with accepted standards and techniques for secretarial assignments and with strict confidentiality. Must possess high levels of accuracy in work and must be able to work well within deadlines. Excellent interpersonal communication skills are essential. Must be able to manage several projects simultaneously. Secretarial routines and practices are associated with an efficient, productive and well-managed school.

PERFORMANCE RESPONSIBILITIES:

1)   Is punctual in arriving at duty/assignment.

2)   Establishes and maintains good rapport with all individuals in the job environment.

3)   Uses time allotted to the assignment efficiently.

4)   Remains calm and mature in his/her reactions.

5)    Accepts change and responsibilities in a positive manner.

6)   Is supportive of the school district’s policies and procedures.

7)   Reflects professionalism in speech and manner.

8)   Maintains confidentiality of work related information.

ESSENTIAL JOB FUNCTIONS:

1)   Secretary to the Principal.

2)   Answers telephone or acts as school receptionist, routes visitors and calls, secures and 

      gives out information to the public in reference to school policies and procedures.

3)   Sorts and routes incoming mail.

4)   Receives and verifies all incoming shipments of merchandise.

5)   Drafts letters for Principal.

6)   Takes dictation and transcribes office correspondence and memoranda.

7)   Arranges for appointments when necessary and handles routine matters personally.

8)   Enters and deletes information applicable for computer use.

9)   Answers complaints relating to the school.

10) Places and receives telephone calls and records messages for Principal.

11) Receives, records and accounts for all school monies.

12) Remits payments for school invoices and verification and approval by Principal.

13) Reconciles bank statements with journal entries.

14) Maintains accurate records of budget and inventories of supplies and equipment.

15) Prepares financial statements, schedules, and ledgers for school.

16) Makes bank deposits.

17) Maintains a regular filing system, as well as confidential administrative files.

18) Operates office machines.

19) Schedules meetings and conferences with Principal when necessary.

20) Assists with obtaining transportation for field trips as applicable.

21) Coordinates obtaining of substitutes when necessary.

22) Collects money for lost or damaged books.

23) Maintains, prepares and sends transcripts of students’ cumulative record.

24) Registers new students.

25) Prepares required forms for student withdrawal.

26) Prepares required information and reports concerning students who have been

      suspended.

27) Prepares and types purchase orders as required.

29) Makes personnel folders on new employees.

30) Keeps daily record of teacher absentee and substitutes filling each position for monthly

      absentee report.

31) Keeps accurate drop list.

32) Handles all student insurance claims.

33) Prepares cumulative cards on each new student.

34) Maintains birth certificate numbers and health records.

35) Performs such other duties as may be assigned by Principal.

PHYSICAL DEMANDS:

1) Possesses physical skills and stamina to perform job responsibilities.

2) Work requires occasional standing.

3) Must tolerate constant periods of sitting throughout the day.

4) Must tolerate frequent periods of walking.

5) Must on occasions lift and carry file boxes, books, manuals, catalogues, files, records,

    etc.

6) Must be able to bend and stoop in performing job duties.

7) Must tolerate horizontal, overhead, and low level reaching in performing work such as

    retrieving manuals, picking up objects, filing, typing, shredding, and computer runs.

8) Must handle numerous duties:

                 A.  Fine Motor Skills                                 B. Grasping

                        Typing                                                   Manuals

                        Copying                                                 Boxes

                        Adding Machine                                      Journals

                        Computer

                        Filing

                        Binding

                        Writing out forms

TERMS OF EMPLOYMENT: Ten months per year (200 days); salary in accordance with current salary schedule.

ACCOUNTABILITY:

Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of School Clerical Personnel.

The Superintendent reserves the right to review, revise, update or change the job and any/all duties due to changes in job content, organizational structure, or state or federal laws.