Part-Time High School Secretary

PORTER TOWNSHIP SCHOOL CORPORATION

Title: PART-TIME HIGH SCHOOL SECRETARY

Reports to: Principal

Job Objective: Performs secretarial duties that support the effective management of school operations. Assignment requires transporting approximately 5 students to and from CTE building in Valparaiso using a mini‑bus.

• High school diploma or GED.
• Post‑secondary business school training or equivalent secretarial work experience is desirable.
• Meets all mandated health requirements (e.g., a negative tuberculosis test).
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug‑free workplace rules and board policies.
• Multitasking ability and strong diplomacy skills. Congenial telephone etiquette.
• Keeps current with technology and other workplace innovations that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and correct use of grammar.
• Bookkeeping skills and the ability to consistently compute mathematical data accurately.
• Gives careful attention to details and effective customer‑service.
• May require successful completion of basic first aid and/or CPR training.
• Valid driver’s license; passes PTSC MVR review.

• Provides secretarial services and organizes office activities.
• Takes initiative to perform routine tasks independently.
• Maintains electronic databases and paper filing systems that support safe and efficient retention/retrieval of files/records.
• Maintains an orderly work area.
• Upholds board policies and follows administrative procedures; promotes a professional image of the school corporation.
• Encourages community partnerships that enhance school programs.
• Promotes effective communications and assistance; uses problem‑solving techniques to tactfully address questions/concerns.
• Refers policy interpretation inquiries to administrative staff.
• Keeps informed about program and procedure changes; greets and assists office visitors; answers and directs phone calls, takes messages, manages calls efficiently to keep lines open.
• Schedules appointments as directed; maintains an office calendar; prepares bulletin/message boards and displays as directed; keeps administrators/staff informed about scheduled events; helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information; updates staff/student handbooks, fact sheets, and program forms.
• Helps coordinate school activities (open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in‑service training, graduation, honors banquets, etc.).
• Authenticates student requests to be dismissed during school hours; processes late arrivals; collects attendance forms; prepares attendance records; keeps the principal and guidance staff informed about chronic absenteeism, tardiness, and truancy concerns; verifies attendance information for report cards; contacts parents or guardians when a student is absent; notifies teachers about homework requests for absent students.
• Administers medications and renders basic first aid when a school nurse is not available; monitors students sent to the office for illness or discipline reasons.
• Monitors bus communications; conveys information as needed.
• Processes student forms (work permits, driving permits, etc.) and prepares information for the High School Athletic Association.
• Composes and types routine correspondence, memos, notes, forms, etc.; transcribes, types, duplicates, assembles, and processes routine documents and special mailings; collects, compiles, edits, and types statistical data and reports as directed; helps gather information and type grant/foundation proposals as directed; assists with committee assignments and/or special projects as directed.
• Uses photocopy/duplicating equipment; fixes minor malfunctions; contacts vendors as needed.
• Maintains office transaction records (petty cash, receipts, contributions, etc.).
• Processes mail and faxes (incoming, outgoing, and interoffice); maintains forms related to administrative procedures and program functions.
• Monitors and reorders office supplies to maintain…