Substitute Secretary, School Buildings and Departments

Substitute (On-Call) Secretary, Buildings and Departments

Position:
Substitute (On-Call) Secretary, Buildings and Departments

Bilingual Spanish required

Reports to:

Building Principal or Department Supervisor

Salary Range Substitute wage: $23.59/hour.

Basic Function:
Welcome building/office visitors. Answer phones and provide assistance. Treat all matter of school business and personnel as confidential. Provide a variety of functions in a school office; assist the principals with building supervision and direction; provide friendly and helpful services to students, staff, parents and the public; accurately maintain a wide variety of records within generally defined methods, practices and procedures.

Perform clerical and reception work. Assist with building visitors including substitute teachers. Depending upon substitute assignment may perform, bookkeeping, prepare requisitions, filing, scheduling, records management, compile and submit a variety of state and federal required reports. Assist in meeting the individual student educational and social and emotional needs in the overall school environment.

Typical Work:
This is a representation of secretarial duties that may be necessary depending upon the length and frequency of the substitute assignment accepted:

• Perform general and technical clerical work, bookkeeping, prepare requisitions, filing, scheduling, answering telephone, records management.
• Proficiently operate office equipment including computers, adding machines, copiers, FAX and intercom, and other machines.
• Provide receptionist duties by providing excellent customer service in answering the phones and assistance to the staff and public.
• Assist principal with building supervision and direction.
• Greet students, parents, staff and the public; answer a wide variety of telephone and in-person inquiries, promote positive public relations for the district.
• Attend to students in a kind and caring manner.
• Greet and orient substitutes to the building; provide keys, lesson plans and other assistance as needed.
• Organizes and perform office operations in an efficient and effective manner.
• Assist building personnel as needed.
• May be assigned to access the State and other information system as necessary for entry and retrieval of information.
• Use a variety of hardware and software programs to satisfactorily perform tasks.
• Depending on substitute assignment length and capabilities may input a variety of detailed program records such as budgets, student counts, enrollment, attendance, grades, behavior, contact information and other administrate records for legal compliance including grant and programs, compile data and perform calculations; track deadlines and prepare a variety of reports and responses accurately.
• Duplicate and distribute materials,
• Compose, format, type, edits and proofread a wide variety of correspondence. Documents may be confidential in nature.
• Provide basic first aid.
• May supervise students in the office related to medical care and administer medical related protocols, monitor behavior, refer problems to administrators, counselors, teachers or specialists as appropriate.
• Treat all matter of school business and personnel as confidential.
• Communicates and works effectively, cooperatively, positively and politely with students, staff and community to maintain a safe school and caring learning environment.
• May issue/track student absences and admittance slips, communicating with transportation department.
• Assist other personnel as may be required to ensure an efficient and effective work environment.
• Understand district policy that affects the job and the building.
• Distribute mail.
• Model appropriate and cooperative behavior, including protecting confidential information.
• Interprets and provide translations as needed.
• Other duties as assigned.

Qualifications & Abilities:

• High School diploma or G.E.D.
• Record of strong customer service and organization skills.
• Pass an English/Spanish translation test.
• Ability to pass a district Secretary Test.
• Demonstrated competency as measured through a skills test.
• Education, training, skills and experience necessary to carry out the assignment; successful secretary or office…