School Secretary

Secretary Position

Under general supervision of the building principal, the Secretary aids and support to the building administrator(s) to ensure the effective and efficient operation of the School office. Maintains a positive attitude and style in dealing with others in a manner that contributes to the overall public relations of the school district. Ensures absolute confidentiality of information, files and records.

Receives supervision from the building administrator(s). Provides leadership and direction to other support staff, volunteers and student helpers as assigned.

Management reserves the right to add, modify, change, or rescind the work assignments of different positions and to make reasonable accommodations so that qualified employees can perform the essential functions of the job.

• Perform general office duties such as answering phones, responding to emails, and handling correspondence;
• Greet visitors, students, parents, and contracted staff providing assistance and directing them to the appropriate personnel ;
• Maintain and update student records;
• Perform routine clerical tasks such as filing, photocopying, and scanning documents;
• Assist in scheduling appointments, meetings, school special events, and events for school administrators and staff;
• Serve as a liaison between the school administration, staff, students and parents, relaying important information and announcements;
• Maintain confidentiality in handling sensitive information and records;
• Communicate effectively with parents regarding student attendance, behavior, and academic performance;
• Demonstrated organizational and communication skills ;

• Prepare and submit reports for the building, district, MISD, and the Michigan Department of Education as required ;
• Manage supplies inventory and place orders a needed ;
• Assist to maintain order in book supply, work rooms, and office complex ; ?
• Assist in the maintenance of accurate and up-to date records of student attendance, and tardiness as directed ;?
• Assist to maintain Internal Accounts records ;?
• Dispense medication to identified students as records show and attend to students in need of basic first aid ;?
• Prepare and distribute documents, reports, and announcements as needed.
• Utilize school management software and other computer applications proficiently for data entry, record-keeping, and report generation;
• Assist with special projects and events as assigned by school administration;
• Adhere to school policies, procedure and regulations at all times ;
• Perform any other duties as required to support the smooth function of the school office as directed;
• Regular and reliable in person attendance is an essential job function ;

Education and Experience:

• High School Diploma or equivalent. Associate's degree preferred.
• Two (2) years of responsible varied clerical and secretarial experience involving public contact is preferred.
• In district testing may be required, and/or may be required to take and pass test from outside testing institution of the district's choice .
• Excellent interpersonal and communication skills;
• Strong organizational skills and attention to detail;

• Basic accounting methods, procedures, and terminology.
• Basic recordkeeping principles and procedures and cash handling.
• English usage, grammar, spelling, vocabulary, and punctuation.
• Ability to multi-task and prioritize tasks effectively in a fast-paced environment;
• Discretion and confidentiality when handling sensitive information;
• Flexibility and adaptability to changing priorities and situations.

Knowledge of:

• Basic office procedures, organization and maintenance of records and operation of common office equipment;
• Strong technology skills: Microsoft Office programs, use of the internet, and web-based programs ; Frontline/AESOP; AS400 accounting program; PowerSchool Student information system;
• Basic Knowledge of pupil accounting;
• Familiarity and understanding of special education documents such as IEP's and 504's ;
• Fox Bright website – update school webpage to ensure information is up to date.

Ability to:

• Ability to work professionally and cooperatively while maintaining positive public relations with students, parents, teachers, and staff. ;
• Ability to work with others calmly and patiently ;
• Ability to speak in the English language clearly and concisely both in oral and written communication ;
• Ability to keep order while motivating, inspiring, and insuring a safe learning environment.

Physical Demands

The physical demands described below 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.

Must possess: mobility to work in a standard office setting and use standard office equipment, including a computer, and to visit various District and meeting sites; vision to read printed materials and a computer screen; and hearing and speech to communicate in person, before groups, and over the telephone. This is primarily a sedentary office classification although standing and walking between work areas may be required. Finger dexterity needed to access, enter, and retrieve data using a computer keyboard, calculator, and to operate standard office equipment. Occasionally bend, stoop, kneel, reach, push, and pull drawers open and closed to retrieve and file information. Ability to lift, carry, push, and pull materials and objects up to 40 pounds or heavier weights with assistance and/or the use of proper equipment.

Environmental Elements

Incumbents typically work in an office environment with moderate noise levels, controlled temperature conditions, and no direct exposure to hazardous physical substances. Incumbents will interact with individuals in interpreting and enforcing rules, policies, and procedures.

Working Conditions

Incumbents may be assigned an on-call and irregular work schedule, including weekends, early mornings, and evenings.

Pre-Employment Conditions

• Livescan criminal background check.
• Unprofessional conduct background check. (PA 189).

The employee shall remain free of any alcohol or non-prescription controlled substance use and/or abuse in the workplace throughout his/her employment in the district in accordance with all Board of Education policy and Administrative Regulations.

Anchor Bay School District provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.