Part-Time Building Secretary

Part-Time Building Secretary

Herscher Intermediate School

Reports to: Building Principal

Summary: This position is responsible for providing administrative support to the Principal and the school office to assure smooth and efficient operation of the office.

Duties:

1. Responsible for opening and locking the office at the beginning and end of each workday.

2. Maintains student records as shall be required and transfers all student permanent records to next year.

3. Processes all changes and adjustments in student schedules as directed by the Principal.

4. Maintains and counts money for food services where required, student insurance, student picture, field trips, class projects, student fees, textbooks, etc. and completes deposit slips.

5. Assists teachers in preparing instructional materials as directed by the principal.

6. Maintains schedule of appointments and makes arrangements for conferences and interviews.

7. Collects, organizes, processes and reviews purchase orders for supplies and books for next school year.

8. Marks personnel who are absent and readies substitute forms.

9. Checks student attendance and when applicable informs the cook of the number of students eating hot lunches.

10. Keeps record of student absences and call to verify the absence with legal guardian.

11. Types and maintains daily announcements.

12. Operates office equipment such as fax machines, copiers etc.

13. Answers telephones and gives information to callers, takes and relays messages or transfers calls to the appropriate individuals.

14. Greets visitors, students/staff and callers, handles inquiries and directs individuals to the appropriate persons according to their needs.

15. Sets up and maintains paper and electronic filing systems for records, scheduling, correspondence and other material.

16. Reviews inventory of supplies, orders as necessary, and re-stocks supply closet with items are received.

17. Locates and attaches appropriate files to incoming correspondence requiring replies.

18. Opens, reads, routes and distributes incoming mail and other material and prepares answers to routine letters.

19. Completes forms in accordance with school district procedures.

20. Makes copies of correspondence and other printed materials.

21. Reviews work done by others to check for correct spelling and grammar, ensures that district format policies are followed and recommends revisions.

22. Composes, types and distributes meeting notes, routing correspondence and reports.

23. Tends to sick or injured students and prepares any accident or illness forms required.

24. Makes changes to the bell system as directed by the building principal.

25. Prepares and handles packages for shipping and/or pick up.

26. May be required to scan student ID badges at lunch as needed at location.

27. May be required to perform other tasks as assigned by the building principal.

Qualifications:

1. High School Diploma or equivalent required.

2. Minimum of 1-3 years experience in an office administration or related position.

3. Must be able to type 60+ WPM

4. Knowledge of Microsoft Office programs including Word, Excel, Access, PowerPoint etc.

5. Ability to lift and carry up to 20 lbs.

6. Ability to push/pull up to 10 lbs.

7. Ability to communicate to students, parents and staff in an acceptable and courteous manner.

8. Must have excellent oral and written communication skills to work with teachers, education support personnel, building administrators and the general public.

9. Must enforce school regulations and policies in a professional manner.

10. Ability to maintain good working relationships with fellow employees and pupils.