Rainier - Assistant Secretary FTE

Overview Of Position

GENERAL SUMMARY This position's responsibilities are, under the general direction of an Assistant Principal or designated administrator(s) of a High School, to provide secretarial/clerical support to facilitate building operations and public relations to students, parents, staff, and the public; and to provide clerical services to support the school athletic program.

Serves as secretary to an Assistant Principal or designated administrator of a High School; maintains appointment calendar; schedules interviews and meetings; may provide secretarial support to meetings and committees; may serve on committees as requested; screens calls and visitors for designated administrator(s) and staff.

Serves as a point of contact for school building; answers and refers inquiries from students, parents, staff and the public; provides back-up support for main office functions; serves as receptionist and/or lead secretary as needed; assists the lead secretary in training, supervising and evaluating student office assistants and parent volunteers.

Receives and processes athletic packets from students; ensures completion of release, insurance, physical examination, parent permission, and emergency forms; collects fees and fines; monitors and reviews students' grade point averages for eligibility; notifies coaches of eligibility status; maintains liaison with District Athletic Office and building coaches; prepares and updates reports required by state and federal regulations; keeps up-to-date on WIAA and Metro regulations.

Serves as support to building coaches; performs varied secretarial/clerical duties; orders and coordinates transportation for athletic events/activities; monitors expenditures from athletic budgets; communicates events calendars and transportation arrangements with coaches from other schools and districts; schedules fields for all sports seasons; maintains and distributes athletic events calendar; notifies students, parents and staff of events and transportation arrangements, maintains and sends out athletic rosters;

distributes transportation tokens and/or passes.

Maintains coaches' personnel files; submits stipend forms; develops and distributes vacancy notices; schedules interviews; sends notification letters to applicants; coordinates vacancies and applicant selection with District Athletic Office.

Assists parents and coaches with injury reports and insurance claim forms; maintains liaison with insurance company; monitors and reports physical limitations of athletes to coaches; collects and pays insurance fees.

Inputs and retrieves computer student information data, school and athletic schedules, bulletins; composes, compiles, processes and types a variety of reports, correspondence, memoranda and other documents; coordinates and responds to requests from District departments for distribution and collection of materials from building staff.

Assists lead secretary with recording students and staff monies, collecting of fines, bookkeeping and student registration support, ensures for the maintenance and repair of office equipment; monitors walkie-talkie and/or other communication devices and responds to calls for and from security personnel; reports criminal activities as necessary.

Orients new site personnel regarding appropriate school and district practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.

Issues bus tokens and cards to students.

May assist in the administration and maintenance of SAP and Sub Finder timekeeping systems for the building, i.e., reporting extra time, staff absences, overtime, substitutes, time reporting, etc. May serve as a timekeeper for coaches at some school sites.

OTHER FUNCTIONS Within District guidelines, may care for ill and injured students or refer to an administrator; may call appropriate emergency agencies in response to emergency health care situations; may contact parents and/or makes arrangements to transport students as directed; contacts CPS or other appropriate agencies as directed; completes accident and school incident reports.

Performs related duties consistent with the scope of the position.

Reports to an Assistant Principal or Administrator of a High School, as assigned.

Knowledge Required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions.

Specific knowledge required to satisfactorily perform the functions of the job includes: business office and telephone etiquette; accounting and bookkeeping principles; and concepts of grammar and punctuation.

Skills Required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions.

Specific…