Secretary - Northeast Elementary School

Secretary - Northeast Elementary School

This is a WSSA, Grade 1X, 10-month position.

Bilingual candidates preferred.

Please contact HR with any questions: (Use the "Apply for this Job" box below). or .

School Secretary

Position

Purpose:

The purposes of this position are to provide administrative and secretarial support to the

Principal and/or Assistant Principal by assisting in coordinating and administering the receipt

and processing of matters requiring decision making by the manager with which they work;

by assuring that matters are processed in a timely manner and according to any applicable

notice, due process or other legal requirements; by maintaining calendars and reminder

notifications; by producing correspondence and reports; by initiating communications with

the students, parents and staff to facilitate pending matter resolution. A school secretary is

responsible for maintaining and improving upon the efficiency and effectiveness of all areas

under their direction and control.

Supervision:

Supervision Scope:
Processes and coordinates partially and/or entirely the resolution or

completion of matters requiring the attention of the office, principal/assistant principal

including any state mandated reports; organizes and maintains in a neat, orderly and

current condition the records and supporting materials of actions taken by the office,

principal and assistant principal

Supervision Received:
Works under the general and specific supervision of a Principal, but is

expected to function effectively, efficiently and independently on behalf of the Principal. The

position is subject to review and evaluation according to the School's personnel plan,

policies and practices.

Supervision Given:
None

Job Environment:

Administrative work is performed in a moderately noisy office with constant interruptions.

Occasionally exposed to bus fumes and loud noises of large number of students

Requires the operation of telephones, computers, copiers, facsimile machines, and other

standard office equipment; handles copier chemicals and exposed to moving parts when

fixing copier jams

Makes constant contact with the general public, parents, students other school staff and

frequent contact with vendors, volunteers, civic organizations, social service agencies and

police that require patience, tact and discretion; communications involve multiple media

e.g., face to face discussion, telephone, two-way radio, e-mail and hard copy

correspondence

Essential Functions:

(The essential functions or duties listed below are intended only as illustrations of the

various types of work that may be performed. The omission of specific statements of duties

does not exclude them from the position if the work is similar, related or a logical

assignment to the position.)

* Coordinates and administers school database which includes student absences,

discipline and grades; staff attendance records; new student registrations; class

schedules; affirmative action records on students and staff; produces Department of

Education reports from the database; manages confidential records according to

school policy

* Performs multiple, substantial school processes e.g., maintaining employee and

student attendance and other personnel information, preparing school payrolls,

monitoring budgets, processing expenditures, billing, collecting and accounting for

program revenues; conducting procurements including requests for quotes; ordering

materials and supplies; managing printing processes in school; distribution of mail

and flyers.

* Serves as a primary contact person receiving and effectively responding to, assigning

priorities to, resolving and referring inquiries, requests and complaints from

students, parents, vendors, contractors and employees

* Assists in the maintenance and dissemination of school and/or system wide policies

and procedures

* Assists administration with handling substitute staff by providing them appropriate

documents, understanding procedures, directing them to appropriate classes and

handling their payroll process.

* Prepares correspondence and forms for Principal and Assistant Principal. Prepare

standard responses on own as needed.

* Monitors entry of visitors into building through security system

* Oversee volunteers by keeping track of their hours and directing them to the

appropriate offices or assigning duties

Other Functions:

* Works on a variety of special projects e.g., research, compilation, grant applications

* Update various documents such as calendars or yearly forms as needed or requested

* Performs similar or related work as required or as the situation dictates

Errors and Omissions:

Errors or omissions, inadequate coordination, untimely work, inaccuracies may result in

personal injury, delays in service, financial loss or have other legal ramifications

Physical and Mental Effort:

The work is primarily of an intellectual nature requiring close attention to detail operating

under the pressures of deadlines, mandatory procedural requirements and recurring

customer service demands. The employee is frequently…