Secretary - Elementary [CE09]

Elementary Secretary

This position is responsible for providing administrative and secretarial support to school administrators and staff; monitors assigned activities, budgets, and student information.

To perform this job successfully, an individual must be able to perform each essential duty/function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Job Tasks Descriptions - Frequency - % of Time

• Answers incoming phone calls to respond to inquiries, take messages, and transfer calls. Communicates with parents, staff, and students, verbally and in writing (e.g. phone calls, emails, notes, etc.). Maintains office equipment. Monitors students referred for illness, discipline, etc. to ensure their safety and welfare. - D - 20%
• Monitors the entry of students and visitors to ensure security and safety of student and school personnel. - D - 10%
• Records incoming reports of student absences and resolves daily student attendance. Notifies parents and/or guardians of an unverified absences daily. Prepares and maintains attendance-related reports and communication (e.g. quarterly enrollments, letters to parents, student passes, enrollment numbers, etc.) to convey information and ensure accurate reporting. Notifies parents and/or guardians of student absences to meet district, state, and federal requirements. - D - 10%
• Maintains a variety of student records for the school site in both a physical and electronic form (e.g. student's cumulative folder, report cards, guardianship documentation, etc.). Processes student enrollments and withdrawals. Processes records requests from other educational institutions and requests records from educational institutions. - W - 10%
• Administers first aid and prescription medications to students as required due to the unavailability of a nurse to meet immediate health care needs within established guidelines. Maintains student health visit records as required due to the unavailability of a nurse. - D - 10%
• Assists with school budget development. Monitors account balances and related financial activity (e.g. purchase orders, VISA purchases, etc.) to ensure that allocations are accurate, expenses are within budget limits, and/or fiscal practices are followed. Maintains a variety of fiscal information and documents (e.g. bank statements, deposit tracking, etc.) Collects money (e.g. fines, student activities, etc.) to complete transactions, prepares bank deposits, and track budgets. Maintains inventory and orders supplies, as needed. - W - 10%
• Obtains substitutes for the purpose of ensuring coverage during teacher and/or paraprofessional absence. Ensures that all employee time is being reported correctly (e.g. absence and/or leave is entered, contract hours have been met, etc.). - D - 10%
• Processes documents and materials (e.g. requests for field trips, discipline referrals, facility work orders, etc.) to disseminate information to appropriate parties. Researches a variety of topics (e.g. current practices, policies, discrepancies in processes and/or documentation, etc.) to provide information for addressing administrative concerns. Composes a wide variety of documents (e.g. correspondence, agendas, reports, etc.). - D - 5%
• Coordinates a variety of programs and/or activities (e.g. conference room usage, meetings, site in-service day activities, travel, etc.) to ensure availability of facilities and/or equipment and delivering services in conformance to established guidelines. - M - 5%
• Participates in a variety of meetings and professional development the purpose of providing or receiving information. - Q - 5%
• Performs other duties as assigned - Ongoing - 5%

Education and related work experience:

• High school diploma, or equivalent, required
• No experience required, but experience in an office setting or clerical work, preferred

Licenses, registrations or certifications:

• Criminal background check required for hire.
• District provided medication training, required within 1 month of hire

Technical skills, knowledge, & abilities:

• Strong oral and written communication skills
• Bookkeeping, accounting, and math skills
• Adapts easily to changing work standards
• Critical thinking and problem-solving skills
• Attention to detail
• Ability to schedule meetings, activities, or trainings as they relate to the job
• Ability to use pertinent software applications, manage and maintain accurate records, and plan and manage projects
• Ability to maintain confidentiality in all aspects of the job
• Ability and willingness to adhere to attendance expectations and to follow district procedures for absence reporting
• Ability to promote and follow Board of Trustees policies, District policies, and building and department procedures
• Ability to communicate, interact, and work effectively and cooperatively with all people including those from diverse ethnic and educational backgrounds
• Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate/required safety equipment, and report unsafe conditions to the appropriate administrator

Materials and equipment operating knowledge:

• Operating knowledge of and experience with personal computers and peripherals
• Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, etc.
• Operating knowledge of and experience with office productivity programs, such as Microsoft Office Suite, E-mail, etc.
• Operating knowledge of and experience with district information technology systems and department-specific software and equipment required within 3 months after entering position

Reporting relationships & direction/guidance:

Reports to: Principal

Direct reports: This position has no direct reports

Budget and/or resource responsibility:

• Makes recommendations that effect the allocation of resources; tracks and audits budget once it has been adopted, participates in data collection and organization of budget materials; initiates requisitions

Physical requirements & working conditions:

The physical demands, work environment factors, and mental functions 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.