SCHOOL SECRETARY

GENERAL PURPOSE
Under general supervision, performs varied and complex office and administrative support duties in a  school setting; types technical documents and reports; and performs related duties as assigned.

DISTINGUISHING CHARACTERISTICS
A School Secretary  independently performs a wide variety of difficult and responsible office and administrative support functions for elementary schools; requiring a thorough knowledge of District rules, policies and procedures. Incumbents use word processing, and spreadsheet skills in the development of documents for site use. They may provide general office administrative support services and provide backup to other office clerical and administrative staff. Assigned work requires the use of initiative and judgment in selecting appropriate work methods; understanding and applying information requiring a high degree of accuracy; and interacting with and handling routine to non-routine questions, complaints and problems based on knowledge gained through experience.

A School Secretary  is distinguished from other District clerical staff in that incumbents in the former class perform a wide variety of office and administrative support functions in school administrative offices.

ESSENTIAL DUTIES AND RESPONSIBILITIES
The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

1. Serves as secretary to the Principal; types, composes and revises reports, correspondence, memoranda, agreements, newsletters, schedules, notices, charts and other specialized documents; types from rough notes, drafts, and brief oral instructions; edits and revises materials on diskette; composes standard correspondence; maintains and updates confidential office files, logs, lists, directories, records and databases according to District policies and regulations; creates standard spreadsheets; designs and revises department forms; data enters information; sets up and maintains master and monthly calendars.

2. Provides work direction to clerical personnel and student workers as assigned; monitors workflow and adjusts duties to complete assignments in a timely manner as assigned.

3. Provides information concerning school policies, procedures, actions, activities and schedules as appropriate; maintains school calendar and serves as a coordinator of school events.

4. Collects, compiles, organizes and records a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory and student activities; prepares and maintains related records, files and logs.

5. Answers, screens and directs telephone calls and visitors; dispatches emergency calls to the appropriate person; takes telephone messages; greets and directs visitors; assists students and parents in person and/or by telephone; researches requests from District employees or the public; responds to parent, student and staff questions and complaints and provides detailed, technical information regarding policies and procedures according to established procedures; resolves issues between office staff, parents, students, administrators and faculty; provides general program information; interacts with parent volunteers; provides translations as needed; contacts staff members to translate materials.

6. Registers, releases or transfers students; completes enrollment information.

7. Assists in the administration of school office in the absence of the Principal within District guidelines, policies and procedures.

8. Maintains, posts and updates budget and financial records; maintains budgets for school programs, including requesting approval for special program expenses, writing checks, balancing accounts and making deposits; maintains field trip budgets; checks account numbers against appropriation ledgers; compiles budget data and maintains records of monies spent; processes invoices and requests for payment; submits approvals for appropriation transfers; prepares requests for budget adjustments; prepares forms for reimbursement; receives and reports petty cash expenditures; keeps records of expenditures for consultants; compiles student participation lists, collects monies and issues receipts.

9. Orders and distributes office and program supplies, equipment, subscriptions and materials; receives and maintains inventory of supplies and equipment; stamps items for identification; returns damaged merchandise; establishes open accounts with vendors; verifies the accuracy of receivers and invoices; files completed requisitions and purchase orders; sets up supply and material exhibits for school staff review and creates exhibit lists; inputs exhibit requisitions and pulls book orders from exhibits.

10. Schedules meetings, conferences and appointments for assigned staff; assists in organizing, preparing and distributing materials; cancels and reschedules meetings as necessary; prepares agendas and takes minutes; sets up meeting rooms; arranges for refreshments and child care; drafts presentations; assists in coordinating teacher conference attendance, including typing request forms, checking board minutes for approval, distributing claims forms, collecting receipts for reimbursement, making reservations and coordinating substitutes.

11. Opens, reviews, prioritizes and distributes mail; schedules deliveries and pick-ups; coordinates mass mailings; duplicates and files documents, records and materials; designs and prepares binders.

12. Records daily staff attendance information and prepares timesheets; monitors sign-in and out sheets; collects and submits time reports; records volunteer hours; receives and distributes paychecks; sends worker’s compensation information and documents to Risk Management and physicians as needed; maintains records of employee time-off.


OTHER DUTIES
1. May provide work direction to other clerical personnel; monitors workflow and adjusts duties to complete assignments; may train, orient and give tours to new employees; provides input for employee evaluations.

2. Performs health-related clerical duties to ensure federal performance standards for immunizations, testing and health exams are met; gathers health-related information for state reports; lists students with conditions of concern; verifies student health-related requirements for school entry are met; enters health information into CAST system; works with Information Systems to update health codes in the CAST system and generate reports; performs immunization checks; assists in making preparations for annual health audits; assists nurses at clinics and with health exclusions as needed.

3. Maintains and makes minor repairs to office equipment; requests periodic maintenance services and repairs; provides technical assistance to staff on computer usage; maintains a supply of computer paper and materials; troubleshoots equipment and computer problems; sets up and installs computer hardware and software; assists in troubleshooting voicemail problems.

KNOWLEDGE OF:
1. Office administrative and management practices and procedures, including filing and record keeping.

2. Principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation.

3. District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility.

4. District administrative procedures and forms for human resources, risk management, purchasing, inventory, accounts payable, and budgeting, processes.

5. Computer hardware and standard and advanced uses of business software, including word processing, graphics, spreadsheet, database and other applications.

6. Basic research techniques, methods and procedures.

7. Basic methods and practices of providing lead work direction.

8. District human resources policies and labor contract provisions; District timekeeping and payroll codes and reporting requirements.

ABILITY TO:
1. Operate a computer terminal and computer using word processing, spreadsheet and other business software.

2. Must type accurately at a speed of 50 wpm to meet the requirements of the position.

3. Organize, set priorities and exercise sound independent judgment within areas of responsibility.

4. Interpret, apply, explain and reach sound decisions in accordance with District and department policies, procedures and labor contract provisions.

5. Provide effective work direction and train others in work processes, procedures and technology.

6. Organize and maintain office and specialized files.

7. Communicate clearly and effectively, orally and in writing, in English or a designated second language as required.

8. Understand and follow written and oral instructions.

9. Prepare clear, accurate and concise records and reports.

10. Troubleshoot and resolve basic computer software and hardware problems.

11. Compose correspondence from brief instructions.

12. Operate other standard office equipment.

13. Maintain sensitive and confidential information.

14. Use tact, discretion and diplomacy in dealing with sensitive situations and concerned people and customers.

15. Establish and maintain effective working relationships with District administration, faculty, staff, parents, students, the public and others encountered in the course of work.

TRAINING AND EXPERIENCE:
A typical way of obtaining the knowledge, skills and abilities outlined above is graduation from high school or G.E.D. equivalent,; and two years of increasingly responsible office administrative or secretarial experience; or some combination of education, training and experience that produces the requisite knowledge and ability.

PHYSICAL AND MENTAL DEMANDS

Essential Job Functions:

• Visual ability to read handwritten or typed documents, and the display screen of various office equipment and machines
• Able to conduct verbal conversation
• Able to hear normal range verbal conversation (approximately 60 decibels)
• Able to sit, stand, stoop, kneel, bend and walk
• Able to sit for sustained periods of time
• Able to climb slopes, stairs, steps, ramps and ladders
• Able to lift up to 25 pounds
• Able to carry up to 25 pounds
• Able to exhibit full range of motion for:

• Shoulder external rotation and internal roTation
• Shoulder abduction and adduction
• Elbow flexion and extension
• Shoulder extension and flexion
• Back lateral flexion
• Hip flexion and extension
• Knee flexion

• Able to operate office machines and equipment in a safe and effective manner
• Able to demonstrate manual dexterity necessary to operate a calculator, typewriter and/or keyboard.

Physical:

• Good physical condition, able to pass District physical.

Work Year

10 Months

Salary

Range 27