School Secretary

School Secretary I

Performs general secretarial and clerical office tasks in a school. This experienced level of clerical work involves responsibility for performing varied and moderately complex tasks including preparing and processing forms, records, correspondence, memoranda, documents, and reports relating to school activities. Work involves frequent and responsible contacts with students, parents, the general public and the school's administrative and instructional staff. In addition, work may include supportive assignments in other administrative and program activities such as guidance and library.

Work is performed under general supervision and employees are expected to exercise initiative and judgment in the timely execution of assignments. Bilingual and biliterate in targeted language may be required depending on assignment.

Essential duties/responsibilities:

• Answers and screens telephone requests and complaints from parents, students, and Central offices.
• Enrolls new students. Keeps student records/files up-to-date. Withdraws student records and forwards same to new schools.
• Completes fall/spring enrollment.
• Prepares and maintains up-to-date office records of all students on class lists, student folders, card files, index cards, and attendance record/reports.
• Receives and gives messages to teachers and principals. Makes telephone calls for teachers and principals at their request. Receives and screens visitors and telephone calls.
• Types and distributes reports, letters, forms, lists, newsletters, memoranda, agenda, schedules, and/or other documents.
• Operates and maintains standard office machines and equipment, such as facsimile (FAX) and duplicating copy equipment.
• Receives, sorts, and distributes mail. Handles those items of a general nature.
• In the absence of the Health Aide, gives first aid to students or takes them to Health Room. Calls parents of injured or ill student. Assists in maintaining and updating for distribution the confidential medical lists.
• Assists with the preparation of instructional requests, tests, and other such materials as assigned.
• Maintains strict confidentiality with respect to handling student record/personal data.
• Signs students in and out of school. Issues tardy passes and keeps absentee/tardy records.
• Schedules after school/outside use of building. Completes and/or checks request forms. Submits monthly report
• Performs other related duties as assigned within the same classification or lower.

Minimum qualifications:

• High School Diploma or Equivalency Certificate required.
• One (1) year recent general office experience performing work of a progressively responsible nature and required;
  If assigned to bilingual program, candidates are required to be bilingual and biliterate in targeted language. Otherwise, bilingual and biliterate in target language preferred. Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the applicant to successfully perform the duties of the position.

Knowledge, skills, abilities and other characteristics:

• Demonstrated ability to type forty (40) words per minute.
• Proficiency in the operation of personal computers including word processing, spreadsheets, data base management, and desktop publishing applications.
• Good knowledge of modern office practices and procedures, bookkeeping, business English, spelling, and commercial arithmetic.
• Ability to exercise courtesy and good judgment in dealing with students, parents, administrators, other employees and the general public.
• Successful completion of all required tests.

Driving requirements: N/A

Leadership role job information:

Approved Date: 10/1/2021

Established Date: 7/1/1979

Title Code: C21611

Reports to Generic:
Principal

Reports to Specific: PRINCIPAL

Division:
Student & School Support (SSS)

Business Unit:
Varies

Department:
Varies

Negotiated Agreement:
Secretaries and Assistants Association of Anne Arundel County (SAAAAC)

Unit: IV

Days Worked: 260

FLSA Exemption Status:
Non-Exempt

Grade: SG06

Job Family:
Administrative and Office Support

Sub-Function:
Office/Staff Support