School Secretary II

Purpose Statement

The job of SCHOOL SECRETARY II - 9 MO is done for the purpose/s of The job of SCHOOL SECRETARY II -9 MO is done for the purpose/s of preparing attendance-related reports and written materials; researching discrepancies of attendance information and/or documentation; compiling data; composing a variety of complex materials; maintaining manual and electronic documents, files, and records; preparing a variety of confidential and non-confidential reports, documents, and correspondence; responding to a variety of inquiries from internal and external parties; tracking attendance records for student entry and exit from campus; and, monitoring students

Essential Functions

Compiles data from a variety of sources (e.g. student information, time sheets, calendars, etc.) for the purpose of preparing reports, making recommendations, and/or preparing information for assigned administrator.

Composes a variety of complex materials (e.g. correspondence, reports, etc.) for the purpose of communicating information and/or creating documentation in compliance with established guidelines.

Maintains a variety of manual and electronic documents, files, and records (e.g. class schedules, student and employee records, reports, etc.) for the purpose of providing current and accurate information and/or historical reference in accordance with established administrative guidelines and legal requirements.

Monitors students for the purpose of ensuring student welfare and maintaining a secure school environment.

Participates in a variety of meetings, workshops, and/or trainings for the purpose of providing or receiving information.

Prepares a variety of reports, documents, and correspondence of a confidential and non-confidential nature (e.g. truancy letters, periodic and ad-hoc reports, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information.

Prepares attendance-related reports and written materials (e.g. standardized/special reports, letters to parents, passes for students, student call slips, etc.) for the purpose of conveying information regarding school and/or district activities and procedures.

Processes a variety of documents and materials (e.g. time sheets, student absences data and call slips, truancy letters, etc.) for the purpose of disseminating information in compliance with administrative guidelines and/or regulatory requirements.

Researches a variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing appropriate and current information and/or recommendations and/or addressing a variety of administrative requirements.

Researches discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy of attendance data.

Responds to a variety of inquiries from internal and external parties (e.g. staff, parents, students, public agencies, other educational entities, etc.) for the purpose of providing information, facilitating communication between parties and/or providing direction.

Tracks attendance records for student entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms, etc.) for the purpose of ensuring accurate reporting of excused/unexcused absences and truancies.

Other Functions

Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and understand complex, multi-step written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; bookkeeping practices; pertinent codes, laws, rules, regulations, and policies; accepted office practices; recordkeeping and record retention practices; and, school safety and security practices.

SKILLS are required to perform multiple tasks using existing skills. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; preparing and maintaining accurate records; classifying data and/or information; collecting money; providing customer service; and, screening telephone calls.

ABILITY is required to schedule activities and/or meetings; often gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a wide diversity of individuals; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data frequently requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; establishing and maintaining effective work and student relationships; ensuring accuracy and attention to detail; adapting to changing work priorities; diffusing argumentative behavior; organizing tasks; and, working as part of a team.

Responsibility

Responsibilities include: working under limited supervision using standardized practices and/or methods; providing information and/or advising others; operating within a defined budget. Utilization of resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, 20% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

Experience: Job related experience is desired.

Education: High School diploma or equivalent.

Required Testing: None Specified

Certificates and Licenses: None Specified

Continuing Educ./Training: None Specified

Clearances: None Specified

FLSA Status: Non Exempt