Elementary Secretary III

Elementary School Secretary

Reports to: Principal

Dept./School: Campus assigned

Wage/Hour Status: Nonexempt

Pay Grade: Clerical 5/214 Days

Date Revised: 01/20/2020

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 equivalent

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

Experience:

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

Major Responsibilities and Duties:

Records, Reports, and Correspondence

1. Maintain a daily teacher attendance log and record for substitute teachers
2. Monitor and process personnel time records including leave requests and reports.
3. Compile information and submit to central office.
4. Prepare requisitions and stock orders for supplies and materials
5. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).
6. Prepare payroll for professional and paraprofessional staff.
7. Perform efficient computer operation for PEIMS and Skyward data entry to include but not limited to enrollment, withdrawals, scheduling, student records, grades, progress reports and report cards.

Reception and Phones

1. Exhibit good telephone skills; good diction, able to receive and relay messages accurately
2. Able to meet the public in person or on the telephone, directing calls or visitors, providing needed information.
3. Assist the principal, staff, teachers, students, and parents as needed.
4. Receive incoming calls, take reliable messages, and route to appropriate staff.

Files

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

Accounting and Inventory

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

Other

1. Sort, distribute, or deliver mail and other documents.
2. Regular Attendance.
3. Maintain confidentiality.
4. Other duties as assigned

Supervisory Responsibilities: None

Equipment Used: Personal computer, typewriter, printer, copier, and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors: Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer.

Equal Opportunity Employer: Applicants for all positions are considered without regard to race, color, sex, (including pregnancy), national origin, religion, age, disability, genetic information, veteran or military status, or any other legally protected status. Additionally, the district does not discriminate against an applicant who acts to oppose such discrimination or participates in the investigation of a complaint related to a discriminating employment practice.