Jefferson School Secretary; position

School Office Secretary

Job Summary:

Under the direction of the principal, performs a variety of clerical and support work involving both specific routines and broadly defined policies and procedures; greets and interacts with the public, works cooperatively with staff, students, and parents, and performs other related duties as assigned.

Essential Duties:

• Meet and interact with public and employees in routine situations which require tact, discretion and courtesy.
• Provide a variety of clerical duties involving all but the most complex matters.
• Give information and interpretations of policies or procedures related to departmental or school activities.
• Establish, maintain and monitor accurate, neat and efficient electronic and manual filing systems.
• Sort and classify incoming mail and other information for efficient disbursement to appropriate recipients.
• Prepare letters, memoranda, reports, bulletins, handbooks, questionnaires, requisitions and other materials from marginal notes, rough drafts, verbal instructions or dictating equipment.
• Compile information from various sources on a variety of standardized forms.
• Assist in the orientation and training of the employees or volunteers.
• Prepare accurate minutes of meeting.
• Ability to handle confidential information with complete security.
• Gather and prepare appropriate attendance/accounting information.
• Maintain office bulletin board.
• Request monthly budget activity reports for programs/staff.
• Schedule and coordinate Individualized Educational Program (IEP) meetings.
• Assist with and log fire, earthquake and emergency drills.
• Enroll and discharge students.
• Request records from prior schools, distribute school records.
• Maintain classroom key distribution and record-keeping.
• Conform to District policy regarding attendance and absences.
• Employee attendance must be adequate to perform the above listed essential job functions.
• Drive a car.

Required Knowledge, Skills & Abilities Necessary to Performance of

Essential Functions:

• Computer skills
• Must be a high school graduate of an accredited institution
• Preferred two years clerical/secretarial experience, including word processing
• Ability to communicate effectively and help others
• Successful work background
• Previous experience in a public school setting or institution of higher education
• Experience working with students and parents
• Ability to perform minimal bookkeeping procedures
• Hold and maintain an Illinois Driver's License
• Knowledge of modern office practices and procedures
• Ability to maintain accurate clerical records and prepare simple reports
• Ability to learn and interpret rules, regulations, laws and instructions
• Knowledge of and ability to use English correctly and appropriately
• Ability to perform required clerical work accuracy and within established timelines
• Ability to operate a variety of office machines
• Ability to utilize word processing, database and spreadsheet programs on the computer
• Specifically for This Position:
• Ability to meet and interact with public and employees with tact, courtesy and discretion
• Ability to compile information from various sources and type on a variety of forms
• Ability to exercise independent judgement in the interrelation and application of standard practices and procedures
• Other:
  Perform other duties as assigned