2026-2027 Substitute Staff Support Secretary

Staff Support Secretary

Essential Function:

Perform a variety of responsible secretarial and clerical duties to assist a designated supervisor, including a Principal, Principal's secretary, Guidance Counselor or program supervisor; relieve supervisor of routine administrative details and general secretarial and clerical tasks.

Basic Representative Duties:

• Implement all rules and regulations, policies and administrative guidelines as adopted by the Board of Education and/or the school SBDM Council.
• Perform a variety of secretarial and clerical duties to assist a designated supervisor with routine administrative details and general clerical tasks; type, file and transcribe or compose letters, memoranda, documents, correspondence and bulletins as directed.
• Assist with office activities and communications related to assigned school or program activities; assure the compliance with District policies and time lines; take and relay messages and information.
• Type and prepare a variety of reports; maintain a variety of program, District, State records as required; requisition supplies, forms and maintenance work as needed, following established procedures.
• Prepare and maintain financial records and budgets; process or prepare budgetary documents, requisitions and other financial or purchasing documents.
• Greet visitors and answer phone calls; answer questions, provide information or direct individual to appropriate department or District employee; open, sort and distribute mail and other written communications.
• Schedule appointments and meetings with students, parents, teachers, vendors and the general public.
• Assist students with registration, orientation and student records; request records for new students and distribute records of withdrawn students to appropriate school.
• Perform research, compute and compile information and prepare statistical reports.
• Prepare and maintain records, reports, files and lists related to students, personnel, budgets, student records and attendance as required.
• Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data; proofread and edit materials.

Coordinate schedules and meetings; serve as receptionist and a contact and reference source for staff, students, parents and the public.

Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary.

Operate a variety of office machines, including a microcomputer or computer terminal, typewriter, copiers and calculator.

Perform related duties as assigned.

Remain at work during the entire workday unless excused by immediate supervisor or designated representative.

Maintain a professional appearance.

Incorporate the use of technology in daily tasks.

Maintain regular attendance.

Adhere to the Professional Code of Ethics.

Knowledge and Abilities:

Knowledge of modern office practices, procedures and equipment; receptionist and telephone techniques and etiquette; research techniques, practices and procedures; financial and statistical record-keeping techniques; correct English usage, grammar, spelling, punctuation and vocabulary; oral and written communication skills; applicable sections of Kentucky Administrative Regulations and other applicable laws; interpersonal skills using tact, patience and courtesy; operation of office machines including computer equipment.

Ability to perform a variety of secretarial and clerical duties to assist a Principal's secretary or Guidance Counselors with routine administrative details and general clerical tasks; learn, interpret, apply and explain school and District policies, rules and objectives of assigned school or program; understand and interpret rules and written directions and apply to specific situations; compose correspondence independently; perform duties effectively with many demands on time and constant interruptions; type at an acceptable rate of speed; establish and maintain effective working relationships with others; meet schedules and time lines; maintain records and prepare reports, including financial records; work confidentially with discretion; communicate effectively both orally and in writing; understand and follow oral and written directions; work independently with little direction.

Education and Experience: Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and two years of increasingly responsible and varied secretarial and clerical experience.

Terms of Employment: Salary and work year to be established by the Board.

Evaluation: Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Classified Personnel.