School Secretary

SCHOOL SECRETARY (Attendance Clerk)

BASIC FUNCTION:

Perform advanced-level secretarial duties requiring independent judgment and analysis; plan, organize and coordinate office activities and


communications to appropriate staff; perform routine administrative and clerical details.


DISTINGUISHING CHARACTERISTICS:

Secretary incumbents report to a school principal, specialist or other administrator having


responsibility for a program of smaller size, complexity and impact and perform responsible administrative assistant duties.


REPRESENTATIVE DUTIES:

- Plan, organize and coordinate activities to relieve the administrator of routine clerical details.


- Interview and screen callers and visitors, including students, teachers, administrators, parents, vendors and the public and provide information or direct to appropriate personnel;


provide detailed and technical information concerning District policies, procedures and established regulations.


- Communicate with parents and District personnel on confidential or sensitive issues;


screen incoming calls to gather and exchange information.


- Assure timely communications between office and District employees; make phone calls to receive and transmit information; type memos, bulletins, letters and notices; prepare


Board agenda items and related materials as assigned; compose correspondence or prepare


from rough draft.


- Research and compile information and compute statistical data for federal, State and District reports and special projects as assigned.


- Train and provide work direction to other clerical personnel as assigned.


- Type a variety of items including inter-office communications, requisitions, forms, letters, special projects, legal documents and other materials; establish, modify and maintain project and confidential filing systems.


- Schedule meetings, conferences and appointments for the Director; maintain Director's calendar; arrange for conference rooms and refreshments; arrange and schedule travel


accommodations as necessary.


- Assist in the maintenance of department budgets; enter data into computer to charge


appropriate accounts; review invoices, requisitions and purchase orders for accuracy, completeness and compliance with department and District policies; inspect and verify accuracy of District financial reports with office records; research and resolve discrepancies as needed.


- Review or prepare a variety of materials and documents, including financial documents, invoices, inventory records and statistics; order supplies and materials and prepare purchase orders; assure adequate forms and supplies to support office operations.


- Attend a variety of meetings; prepare and send out notices of meetings; collect and compile information for meetings, projects and workshops; prepare and distribute minutes.


- Take and transcribe dictation of letters, reports, bulletins, meetings and memoranda as required; transcribe materials from dictation equipment as required; provide secretarial and clerical assistance to other staff as necessary.


- Maintain a variety of complex personnel records, time sheets, lists, files and records, including confidential materials.


- Compile data for budget; post and maintain budget and financial records of a variety of programs; monitor account balances and record expenditures.


- Receive, open and screen incoming mail and independently compose replies according to established procedures.


- Operate a variety of office equipment such as typewriter, computer terminal, FAX machine, copier and calculator as assigned.


- Coordinate communications between supervisor and other District staff and the public.


- Maintains regular attendance.


- Perform related duties as assigned.

KNOWLEDGE OF:

- Modern office practices, procedures and equipment.


- Applicable sections of Kentucky Administrative Regulations and other applicable laws. District organization, operations, policies and objectives.


- Organization, rules, regulations and programs related to an assigned office or function.


- Operation of a computer terminal and data entry techniques, software applications used by the District, including word processing and spreadsheets.


- Financial and statistical record-keeping techniques.


- Basic budget monitoring and control.


- Telephone techniques and etiquette.


- Financial and statistical record-keeping techniques.


- Correct English usage, grammar, spelling, punctuation and vocabulary.


- Interpersonal skills using tact, patience and courtesy.

ABILITY TO:

- Perform advanced-level secretarial duties requiring independent judgment and analysis.


- Plan, organize and coordinate office activities and communications to relieve the Director of routine administrative and clerical details.


- Work independently with little direction.


- Type at an acceptable rate of speed.


- Analyze situations accurately and adopt an effective course of action.


- Compose independently or from oral instructions letters, memos, bulletins or other material.


- Read, interpret, apply and explain rules, regulations, policies and procedures.


- Maintain records and prepare reports.


- Communicate effectively both orally and in writing.


- Meet schedules and timelines.


- Add, subtract, multiply and divide quickly and accurately.


- Establish and maintain cooperative and effective working relationships with others.

PHYSICAL DEMANDS:

- Work is performed while standing, sitting and/or walking


- Requires the ability to communicate effectively using speech, vision and hearing


- Requires the use of hands for simple grasping and fine manipulations


- Requires bending, squatting, crawling, climbing, reaching


- Requires the ability to lift, carry, push or pull light weights

Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.


EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma or G.E.D. Certificate as required by Kentucky law and two years of increasingly responsible secretarial and clerical experience.


The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this job classification. They are not intended to be a complete list of responsibilities, duties and skills required of personnel so assigned. Responsibilities and duties assigned are at the discretion of the supervisor.