SCHOOL SECRETARY

Job Title

Under direct supervision, the purpose of the position is to perform school-based duties associated with front office secretarial functions and provide administrative support to the principal.

Job Description

Employees in this classification function at an experienced secretarial level. Prepare correspondence, answer the phone, schedule appointments and workshops, deal with incidents of varying nature and degree related to the school operations. Employees also serve as backup to other clerical positions in the front office. Duties may include processing financial and personnel related information. May act as bilingual contact, may provide support to Guidance staff, and/or Clinic Staff. Performs related work as directed.

Essential Functions

Responds to internal and external customers in a timely, accurate, courteous and empathetic manner representing OCPS in a positive light. Serves as lead in coordinating the work of other clerical staff in school office; provides backup to bookkeeper in his/her absence; provides backup for clinic attendant. Performs secretarial duties including processing and creating correspondence for principals; performs various record keeping tasks. Answers the telephone; provides information and assistance; screens calls to principal and administrative staff; takes/relays messages or directs calls to appropriate personnel. Schedules appointments for the school principal and maintains his/her calendar; makes travel arrangements; registers participants for conferences, and workshops. Maintains communications between the school and the district offices. Establishes and maintains filing systems on variety of school operations and for principal. Performs selected receptionist duties; greets and assists staff, students, and visitors; answers questions for staff, parents, students, and others; assists parents and others with forms, procedures, and related work. Sorts and distributes incoming mail; prepares outgoing mail. Monitors the use of copiers and orders supplies as needed. May input online warehouse purchase orders and performs budget transfers; maintains and inputs information on-line in regard to school inventory; processes all personnel transactions on-line. Supervises and processes students in office for discipline, illness, medication, and transportation home. On call after hours to report to school in response to Sonitrol alarms. Processes requests for school maintenance work orders; processes all worker's compensation cases; processes payroll for instructional personnel. Operates a computer to enter, retrieve, review, or modify data; utilizes word processing, database, and software programs. Operates a variety of machinery, equipment, and tools associated with department activities, which may include a typewriter, adding machine, or fax. Responsible for keeping up to date on current technology, as job appropriate, being used by OCPS. With the support of the district, attends training to ensure skill level in various technologies is at the level required to perform in current position. Responsible for timely and accurate information they maintain as part of their job responsibilities.

Marginal Functions

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members. Performs related duties as directed.

Minimum Training and Experience

High school diploma or GED; supplemented by minimum two (2) years previous experience and/or training that includes secretarial or clerical work, or any equivalent combination of related education, training and experience which provides the required knowledge, skills and abilities to perform the essential job functions.

Performance Aptitudes

Data Utilization: Requires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes performing subsequent actions in relation to these computational operations. Human Interaction: Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations. Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions. Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs. Functional Reasoning: Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. Situational Reasoning: Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria. ADA Compliance Physical Ability: Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or work station. Sensory Requirements: Some tasks require visual perception and discrimination. Some tasks require oral communications ability. Environmental Factors: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.