School Secretary

School Secretary

Normandy Schools Collaborative is seeking a School Secretary that will facilitate the efficient operation of the school's or department's office. This position will provide services for the school's/department's staff and ensure the school/office can make its maximum contributions to the needs of students, parents, staff and general public.

Report to: Building Principal

Supervises: None

Pay Grade: Classified Pay Scale

Term of Employment: 12 Months

Essential Duties and Responsibilities:

• Assists students, teachers, and parents in a cheerful manner, ascertain nature of business, and conduct visitors to the appropriate staff member(s)
• Types all correspondences, properly route and attend to systematic filing arrangements, including locked confidential files
• Track daily student attendance, verify legitimacy of student excuses, prepare, and communicate necessary attendance reports, as well as ensure accuracy of attendance records, including verification of forgeries and truancies for the purpose of complying with State laws governing attendance accounting.
• Manage student files, schedules and records including the input, maintenance, filing and reporting of student information required for SISK-12.
• Communicate with parents, students, staff, Attendance Recovery Team (ART), etc. in person, by telephone or letter for the purpose of providing information on a variety of attendance issues and meeting district and state absence notification requirements.
• Keep principal, guidance counselor and teachers informed of changes and areas of concern including but not limited to student records, registration, drop/add, enrollment and attendance.
• Places, receives and screens calls and recorded messages and route to appropriate staff
• Schedules appointments – maintain calendar for the administrator – coordinate arrangements of times and dates to avoid conflicts
• Receives, sorts, distributes, and delivers mail and other documents to appropriate staff/department
• Maintains proper files to include inventory of school supplies, mailing lists, student records, visitor logs, and office communication
• Prepares instructional materials, meeting agendas, monthly reports, campus communications as requested
• Maintains a daily teacher attendance log and accurate records for substitute teachers
• Upholds and enforces school rules, administrative regulations, and state and local policies
• This position may include overseeing student workers.
• Maintains a highly confidential nature of the office in which assigned
• Other duties as assigned by district or building administration.

Education and Experience:

• Graduation from high school or evidence of equivalent educational proficiency.
• Bachelor's degree a plus.
• Three years or more experience in an office setting.
• Ability to type a minimum of 50 wpm
• Proficient in Microsoft Word, Excel, Google Docs and file maintenance.
• Familiarity with Student Information Systems preferred.

Special Knowledge and Skills:

• Strong public relations, interpersonal, and organizational skills
• Excellent oral and written communication skills
• Work habits necessary for the independent completion of assignments within stipulated timeline and guidelines (High task performance and good attendance).
• Ability to prioritize and meet deadlines while complying with established policies and procedures of the building and district.
• Ability to multi-task effectively.
• Knowledge of basic office equipment such as computers, multi-line phones, fax machines, and scanners.
• Demonstrates ability to think creatively.
• Identify and resolve problems in a timely manner, gather and analyze information skillfully; uses reason even when dealing with emotional topics.
• Ability to work independently.
• Ability to provide assistance to the school community as necessary.

Physical Demands:

The physical demands described here 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. While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk and use fingers, tools, or controls. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision, color vision, and depth perception. Occasionally the employee will lift up to 50 lbs. such as lifting files and paper.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually quiet. The employee continuously is interacting with the public and staff.

Disclaimer: The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.