Middle School Secretary; Admin. Assistant

Position: Middle School Secretary (Admin. Assistant)
Location: Marks

DEFINITION

Under direction, performs a variety of clerical, secretarial, and other minor administrative functions required for the operation of school sites and other instructional programs; performs other related duties as required.

DIRECTLY RESPONSIBLE TO:
Building Principal

SUPERVISION OVER

None; however, the School Secretary may assign work and provide technical direction to students and other support staff.

DUTIES AND RESPONSIBILITIES:

Recordkeeping/Database Management

Responsible for implementing and maintaining all office and school recordkeeping systems; maintains a comprehensive web-based student database; develops and tracks records and reports related to incidents, accidents, average daily attendance, and test scores; uses both computer and manual filing systems which allow for efficient collection, retention, and retrieval of information; completes forms which include purchase orders, online supply orders, conference/travel claims, mileage claims, timesheets, evaluation forms, enrollment cards, rosters and other related forms;

creates and maintains student files; maintains records for teacher and school budgets, student body funds, attendance, and other related records as needed.

Document Preparation

Prepares, creates, and composes letters, reports, bulletins, and other documents for the school or instructional programs; answers routine correspondence for the administrator; prepares documents from rough draft, notes, recordings, or oral instructions; submits print requests; prepares reports from confidential records; operates computer and standard office equipment; may provide technical support to staff.

Communication/Customer Service

Acts as liaison between the school site and the general public by researching and conveying information concerning rules, regulations, policies, and laws; greets and directs visitors; addresses standard inquiries by letter, phone, e-mail, fax or personal contact; maintains internal communication system insuring instructional, probation, and support personnel are kept informed of needed information; coordinates the transfer of information between site/program and outside agencies and districts;

interacts with and assists students when necessary; assists students and parents/guardians by explaining and enforcing school site requirements; communicates as necessary with supervisor; maintains confidentiality of records. Receives training and administers minor first aid.

Site / Program Support

Ensures that appropriate calendars of activities are maintained for the school including establishment of schedules for parent conferences, Individualized Education Program (IEP) meetings, school visitors, and other meetings; assists in the process of registering new students; coordinates and schedules transportation for students and staff; and scheduling substitute and temporary employees for the school; greets substitutes and assists with directions and questions;

assists administrator and other staff in planning and preparing for staff meetings, in-services, conferences, and workshops; assists in the development of office procedures; insures appropriate security and safety methods are employed within the office; orders supplies and equipment for school/program insuring adequate levels are maintained.

MINIMUM QUALIFICATIONS

Education

Sufficient formal and/or informal training to provide the ability to read and write at a level consistent with the requirements of the position.

Training and Experience

Any combination of training and/or experience which demonstrates ability to perform the duties as described; a typical qualifying background would include work experience in an office environment involving public contact; experience working at a school site is desirable.

Knowledge of:

Standard clerical procedures and office operations, English grammar, punctuation, and spelling; business formatting of documents; basic research techniques; standard software applications; budget and accounting principles; standard types of office filing systems; proper telephone etiquette.

Skill and Ability to:

Operate standard office equipment; accurately prepare, create, edit, and design memos, reports, letters, and other documents; maintain complex databases and management information systems; learn new software applications; communicate effectively in oral and written form; proofread material and make necessary corrections; utilize time management techniques to organize and prioritize work; read, interpret, and apply rules, laws, and procedures; follow instructions; work independently;

maintain confidentiality of student and program information; work cooperatively and effectively with students, parents/guardians, administrators, and the general public