Secretary - MacArthur Elementary School

Secretary - Mac Arthur 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…