Summary: To perform a variety of basic secretarial activities in support of technical, professional and supervisory staff within a department or school site; and to provide processing and data entry support; and to provide information and assistance to faculty, staff, students and parents.
This individual is cross-trained to demonstrate the use of cost-effective procedures in fiscal management.
This individual assists management in making decisions that may have a great impact on others. However, most of the decisions made are discussed with the Principal prior to implementation.
Essential Duties:
- Acts as a receptionist, responds to requests and inquiries and assists visitors with directions and information.
- Operates standard office machines such as typewriters, photocopiers, duplicating machines, telephones, calculators and computers.
- Participates in the duties related to the administration of an office, assists in preparing comprehensive reports and recommending improvements in work flow, procedures and use of equipment and forms.
- Prepares reports, handbooks and agendas.
- Utilizes positive human relation skills to interact with teachers, assistant principals, administrators, other staff, students and parents in fulfilling requests for assistance as appropriate.
- Opens, sorts and distributes incoming mail.
- Performs special projects and assignments as requested; prepares reports; gathers, assembles and summarizes information and data.
- Assists in training and monitoring the work of temporary secretaries or student assistants; may assist in providing training to clerical staff as appropriate.
- Orders, stores and issues supplies and materials; maintains office supply inventory records.
- Maintains copier maintenance and monitors staff usage.
- Assists with the organization and implementation of the procedures for the opening and closing of school for staff and students.
- Creates and maintains bulletin boards.
- Responds to emergencies, such as bomb threats and lock downs.
- Assists with safety audits.
- Enrolls and withdraws students.(Elementary)
- May be responsible for the attendance function. (Verifies early dismissals, enters absentee data and maintains absentee reports).
- Maintains all aspects of student files. (Creates cumulative folder and Kardex and updates annually; establishes and maintains filing and check out system; updates all student information) .(Elementary)
- Maintains copier maintenance and monitors staff usage.
- Maintains all administrative and staff files.
- Meets with new parents and students to begin registration and orientation process.
- Places test labels on kardex.
- Issues work permits.(High School)
- Processes free/reduced lunch forms.
- Prints and sends transcripts to requesting schools, businesses, programs and individuals; collects money for and logs transcripts sent.(Middle and High Schools)
- Cross-trained in financial procedures to serve as back-up.
- Issues work Permits and Driver's Eligibility Certificates. (High School)
- Insures compliance with federal, state, local and school system rules and regulations.
- Assists students with minor injuries; dispenses medications according to physician's directions, calls parents as needed.
- Screens telephone callers, responds to complaints and requests for information on regulations, procedures. Refers others to appropriate personnel.
- Maintains a working knowledge of the Family Educational Rights and Privacy Act regulations and serves as school's point person for articulation and adherence to guidelines.
- Distributes report cards and other quarterly reports.
- May process payroll.
- Performs related as assigned.
Education and Experience:
- High School Diploma or G.E.D. with Secretarial Coursework
- One year of related experience required.
- Associate degree
- Secretarial experience in a school setting
Licensing / Certification Requirements: N/A