Substitute Secretary

Position:

Substitute Secretary - As Needed Basis

This is office and secretarial work involving a variety of clerical tasks and public contact. The work involves responsibility for performing clerical and secretarial work for a School Principal and faculty members. Employees exercise initiative and relative independent judgment in standard matters with the responsibility for carrying through entire clerical processes of a routine nature. Work involves interpretation and explanation of established policies and regulations.

Work is normally subject to periodic checks by the building principal who is usually available for advice on unusual and difficult problems.

• High School Diploma or GED, or equivalent combination of relevant education and or experience as a secretary.
• Willingness to work.
• Ability to communicate with students, staff and parents.
• Demonstrates good organizational skills.
• Ability to recognize and do work that needs to be done.
• Demonstrates good decision-making skills.
• Demonstrates good listening skills.
• Satisfactory work record.
• High mental and visual effort required.
• Two years of computer systems experience that includes extensive word, spreadsheet, presentation, and database applications.

• Acts as secretary to a school principal and teachers, maintains and assists in keeping several systems of records and accounts; answers personal and telephone inquiries concerning school activities and requirements and follows up on inquiries; screens visitors and schedules appointments.
• Sells materials and issues receipts.
• Maintains records on purchase orders; checks invoices for proper prices, units, and discounts; codes purchase orders and posts to proper accounts.
• Maintains and verifies Educational Management Information System (EMIS) reporting information.
• Composes routine correspondence and other materials; distributes mail; types letters, purchase orders, requisitions, attendance reports, and other documents.
• Maintains confidential correspondence and report files.
• Prepares bulletins, reports, and maintains records on a variety of school fund accounts and takes periodic balances.
• Establishes files and keeps detailed records of students, teachers, and support personnel.
• Extracts and prepares files for archiving or electronic retrieval.
• Provides information on school policies and procedures to students, teachers, parents, and the general public both orally and in written form.
• Provides basic first aid to students; assist in the registration of students; issues forms for buses; issues and keeps record of keys, records grades.
• Relays/transmits information and instructions from the supervisor; maintains work records; duplicates reports and other documents.
• Verification of all reports for accuracy.
• Enters and extracts information from a computer using various software programs (e.g. management, personnel, purchase orders, student and staff absences, and budgetary information).
• Operates office equipment (e.g. printers, Fax, computers, typewriters, adding machines, copy machines.
• Attends Inservice and training programs.
• Performs other duties as assigned.

• Thorough knowledge of English usage and grammar.
• Considerable knowledge of modern office practices and secretarial methods.
• Considerable knowledge and skill in handling sensitive issues of a confidential nature.
• Considerable skill in written and oral communications.
• Considerable technology skills in word processing, spreadsheet, presentation, scheduling, and database applications.
• Ability to type accurately, rapidly and neatly from copy to rough draft (at least 60 net words per minute).
• Ability to analyze and seek solutions to problems.
• Ability to compose correspondence.
• Ability to deal with the public courteously, and to obtain and convey effectively explanations of policy, regulations, and procedures.
• Ability to take and transcribe notes.
• Considerable skill, knowledge, and the ability to use a computer.
• Ability to use technology to complete daily tasks appropriate for the position.
• Ability to establish and maintain effective working relationships with associates, school staff members, students, and the general public contacted in the course of the work.

This job description in no manner states or implies these are the only duties and responsibilities to be performed by the position incumbent. The incumbent will be required to follow instructions and perform duties required by the incumbent's supervisor, appointing authority, or designee.