Secretary – Middle School

SCHOOL SECRETARY – MIDDLE SCHOOL

JOB CLASS CODE: 7774

REPORTS TO:

School Principal

EXEMPT STATUS:
Non-Exempt

Approved:
November 16, 2020

BASIC FUNCTION:

Perform advance-level secretarial duties requiring independent judgement and analysis; perform a wide variety of clerical and secretarial duties to plan, organize and coordinate school office activities; perform public relations and communications services for the Principal.

REPRESENTATIVE DUTIES:

• Plan, organize and coordinate a variety of office activities to assist the Principal with administrative tasks; prepare and accurately maintain a variety of reports, records and files relating to students, staff, budgets, operations and activities.
• Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the pubic to provide information to Principal or direct to appropriate personnel.
• Provide detailed and technical information concerning District policies, procedures and established regulations.
• Communicate with parents and District personnel on confidential or sensitive issues; screen incoming calls to gather and exchange information.
• Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; compose correspondence or prepare from rough draft.
• Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.
• Provide information concerning school policies, procedures, actions, activities and schedules as appropriate; maintain school calendar and serve as a coordinator of events.
• Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory and student activities; prepare and maintain related records, files and logs.
• Assist school staff as needed in verifying monies received/collected and submitted by school personnel; secure monies and process according to established procedures.
• Assist school nurse in administering first aid to ill and injured students; contact parents or public safety agencies as appropriate.
• Operate a variety of office equipment
• Request, receive, store and distribute supplies and office materials; maintain materials and equipment inventory as assigned.
• Provide clerical assistance to faculty and staff as needed.
• Orient new and substitute teachers; provide directions, keys and instructional materials
• Maintain regular attendance. It is an essential job function that all employees report to work.
• Perform other duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• School office terminology, practices and procedures.
• First aid practices and procedures.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Health and safety regulations.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• Receptionist and telephone techniques and etiquette.
• Letter and report writing skills.
• Basic first aid techniques.
• Operation of standard office machines including computer equipment
• Oral and written communication 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 tasks.
• Perform public relations and communications services for the Principal.
• 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 and accuracy.
• 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
• Understand and work within scope of authority.
• 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 and prepare reports.
• Administer first aid to ill or injured students
• Communicate effectively both orally and in writing
• Learn and apply safety procedures and regulations
• Work confidentially with discretion.
• Understand and follow oral and written directions.
• Work cooperatively with others.

PHYSICAL DEMANDS

• Work is performed with standing, sitting and/or walking
• Requires the ability to communicate effectively using speech, vision and hearing
• Requires the use of hands for simple grasping and fine manipulations
• Requires bending, squatting, crawling, climbing, reaching
• Requires the ability to lift, carry, push, or pull light weights up to 20 pounds

Reasonable accommodations may be made to enable a person with a disability to perform the essential functions of the job.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma, G.E.D.…