Building Secretary

At Southwest Licking Schools, we believe in the power of positive relationships, and we are committed to fostering a thriving environment for our staff, students, and the entire community. Our dedication to excellence is reflected in our unwavering focus on academics, athletics, and the arts.

Position

Building Secretary

Location

Pataskala South Fork Elementary

Work Days

209

Salary

Based on negotiated agreement

Reports To

Assigned administrator/supervisor

Job Objective

Performs office duties that support effective school services.

NOTE:

Skill sets and autonomy vary by position. Classification, contract duration, wage rate, work schedule, benefits eligibility, etc. are determined by FLSA status and the collective bargaining agreement.

Essential Functions
1. Performs secretarial and ancillary duties that facilitate the timely attainment of district objectives. Keeps informed about program and procedure changes.

• Collects and organizes information.
• Confirms data to prevent entry errors.
• Prepares documents using database, presentation application, spreadsheet and word processing software.
• Maintains an effective records management system.
• Files and retrieves information.
• Completes assigned tasks within required time-frames.
• Collaboratively develops effective solutions for work-related problems.
• Greets office visitors. Offers assistance. Directs inquiries to appropriate staff.
• Answers and directs telephone calls to appropriate staff. Writes accurate messages when staff members are not available.
• Investigates vendor prices. Assists with Invitation for Bid (IFB) and Request for Proposal (REP) procedures.
• Maintains procurement files (e.g., letters, contracts, confirmations, guarantees, etc.). Reorders office supplies as needed to maintain reliable service levels.
• Receives office deliveries. Verifies contents with packing lists/purchase orders.
• Reconciles invoices for payment. Maintains a transaction/account balance ledger.
• Coordinates preparations for meetings. Attends meetings to transcribe minutes when requested.
• Provides back-up support for other departments. Assists with special projects as directed.

2. Exemplifies professionalism. Fosters goodwill to enhance the district's public image.

• Complies with drug-free workplace rules, board policies and administrative guidelines/procedures.
• Contributes to an effective working environment. Performs all aspects of the job.
• Functions as part of a cohesive team. Develops mutually respectful relationships with co-workers.
• Keeps an acceptable attendance record and is punctual.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Respects privacy. Maintains the confidentiality of privileged information.

3. Maintains open/effective communications. Serves as a reliable information resource.

• Provides prompt notification of personal delays or absences.
• Refers policy interpretation questions to an appropriate administrator.
• Seeks clarification when directives are unclear.
• Uses active listening/problem-solving techniques.
• Respects diversity. Resolves issues tactfully.

4. Pursues opportunities to enhance personal performance.

• Keeps current with professional standards associated with work duties.
• Updates personal skills as needed to use task-appropriate technology effectively.

5. Takes precautions to protect student and staff safety. Helps supervisor manage risks.

• Maintains high standards for appropriate conduct.
• Takes action to address harassment and/or aggressive behavior.
• Complies with administrative directives and federal/state laws when dealing with discrimination, inappropriate behavior, suspected child abuse or neglect.

6. Performs other specific job‑related duties as directed.

• Helps implement workplace initiatives that advance organizational goals.

Working Conditions

Safety is essential to job performance. Employees must comply with applicable workplace safety regulations, health laws and district protocols, if duties involve any of the following situations:

• Encounters with angry, rude and/or unpleasant individuals.
• Exposure to air‑borne particulates, chemicals, combustible materials, electrical hazards, equipment vibrations, noise, moving mechanical parts, odors and/or…