Job Description: Secretary - Elementary

Primary Purpose:

Ensure efficient operation of school administrative office and provide clerical services for school’s administrative staff.

Qualifications:

Education/Certification:

• High school diploma or GED

Special Knowledge/Skills:

• Proficient typing, word processing, and file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
• Knowledge of basic accounting principles
• Demonstrate proficiency in handling matters of highly confidential nature
• Must possess personal qualities related to respect for the rights and confidentiality of others

Experience:

• One to three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties:

Records, Reports, and Correspondence

• Prepare written correspondence forms, schedules, or reports using typewriter or personal computer.
• Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using typewriter or personal computer.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office.
• Maintain a log of visitors to school.
• Maintain school calendar of events.
• Schedule meetings and appointments and maintain calendar for principal.

Reception and Phones

• Assist students, teachers, and parents as needed.
• Receive incoming calls, take reliable messages, and route to appropriate staff.

Files

• Maintain physical and computerized files including inventory of school and office supplies, mailing lists, student records, visitor logs, and office communication.
• Update handbooks, policy manuals, and other documents as assigned.

Accounting and Inventory

• Receive, store, and issue supplies and equipment.
• Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
• Prepare and make cash deposits for activity account(s).
• May be responsible for maintenance of activity checkbook(s) and ledger(s).

Professional Conduct

• Demonstrates ability to remain calm and withstand pressures.
• Flexible to changes in routine and adapts quickly to changing situations.
• Reliable and responsible attendance and punctuality.
• Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly.
• Avoid speaking ill of the district and district personnel.

Other

• Sort, distribute, or deliver mail and other documents.
• Administer medication to students, check temperatures, and notify parents of student illness in nurse’ s absence.
• Maintain confidentiality.
• Demonstrate flexibility to change in routine and adapt quickly to changing situations
• Demonstrates respect, courteous to peers and visitors and assist fellow workers willingly
• Maintain professional interactions with staff, parents, community and visitors
• Report to work in a timely manner according to assigned schedule
• Perform other duties as assigned by the supervisor or other administrator that are consistent with the general requirements and qualifications for the position

Supervisory Responsibilities:

• Monitor the work of campus secretaries and clerical aides.

WORKING CONDITIONS:

Mental Demands/Physical Demands/Environmental Factors

The working conditions described are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions and expectations.

Maintain emotional control under stress; work with frequent interruptions.  Repetitive hand motions; prolonged use of computer.

• Tools/Equipment Used: Standard office equipment including personal computer and peripherals; printer, copier, fax machine and calculator
• Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
• Motion: Repetitive hand motions, frequent keyboarding and use of mouse; occasional reaching
• Vision Abilities: Close vision and color vision
• Lifting: Occasional light lifting and carrying (10-50 pounds)
• Environment: Frequent districtwide travel; occasional statewide travel
• Mental Demands: Work with frequent interruptions; maintain emotional control under stress; able to work with demands of deadlines