Secretary - High School

Secretary I - High School

Organize, coordinate, schedule and perform office functions at a comprehensive high school; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned.

Performance responsibilities include:

• Organize and coordinate a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a small to medium-sized high school.
• Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences.
• Coordinate and facilitate communications between District and site personnel, parents, students, school and community organizations and the general public.
• Perform secretarial duties for the Principal, assisting with routine administrative matters as appropriate; independently compose letters, memoranda and other materials.
• Assist the Principal in the preparation and maintenance of financial, statistical and narrative reports; research, compile and organize information.
• Initiate budget preparation; work with Department Chairpersons in preparing individual budgets to meet needs; prepare forms and assist the Principal in preparing and monitoring budget.
• Process purchase orders; assist Department Chairpersons with adjustments and with making transfers; review computer printout and balance accounts to assure accuracy.
• Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, reports and evaluations.
• Maintain daily teacher attendance log and records of substitute teachers.
• Compile and organize information for the Principal; compose and respond to routine correspondence; open, sort, review and route mail.
• Coordinate and assist with special events for the high school; assist in selection of personnel and program; assure adherence to legal requirements and Board policies; maintain budget; work with and assist personnel assigned to the event.
• Train and provide work direction to clerical personnel, student assistants and others as assigned.
• Operate a variety of business and office machines including typewriter, calculator, computer, copiers, and communications equipment.
• Order a wide variety of equipment, materials, supplies and special items requested by faculty; assure receipt and proper distribution.
• Answer phones and greet visitors; take and relay messages; provide information to students, parents, faculty and site personnel; interpret, apply and explain District policies and school procedures and regulations.
• Perform related duties as assigned.

Knowledge of school office terminology, practices and procedures; modern office practices, procedures and equipment; financial and statistical record-keeping techniques; health and safety regulations; correct English usage, grammar, spelling, punctuation and vocabulary;
District organization, operations, policies and objectives; oral and written communication skills; interpersonal skills using tact, patience and courtesy; telephone techniques and etiquette; budget preparation and control; operation of standard office machines; applicable sections of the Kentucky Administrative Regulations and other applicable laws; letter and report writing skills.

Ability to perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative matters; perform public relations and communications services for the Principal; maintain accurate financial and statistical records; add, subtract, multiply and divide quickly and accurately; understand and follow oral and written directions; compose correspondence independently; type at an acceptable rate of speed;

complete work with many interruptions; work independently with little direction; establish and maintain cooperative and effective working relationships with others; learn, interpret, apply and explain rules, regulations, policies and procedures; operate a variety of office machines including typewriter, calculator and copiers; maintain good public relations with students, parents, teachers and the public; meet schedules and time lines; plan and organize work;

train and provide work direction to others; compile and maintain accurate records, verify data and prepare reports; work confidentially with discretion; communicate effectively both orally and in writing.

Minimum qualifications include education and experience equivalent to high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of increasingly responsible office or secretarial experience involving public contact and record-keeping experience.