Secretary - Canton South High School (225 days)

Secretary - Canton South High School

Tentative Assignment: Athletic Department

Reports to: Building Principal

Job Objectives:

Performs secretarial duties for the building. Provides administrative support services necessary for the effective management of the school building. Keeps the Principal and immediate Supervisor informed about emerging issues.

Minimum Qualifications:

• Must have a high school diploma or GED. An acceptable score on a pre-employment test may be required.
• Post-secondary business school training or equivalent secretarial work experience is desirable.
• Meets all mandated health requirements.
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug-free workplace rules and board policies.
• Bookkeeping skills and the ability to compute mathematical data accurately.
• Multi-tasking ability and strong diplomacy skills. Congenial telephone etiquette.
• Knowledgeable in the use of office equipment/software applications that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.

Responsibility And Essential Functions:

• The following duties are representative of performance experiences. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.
• Shall perform the usual office routine and practices.
• Shall maintain student records as shall be required.
• Shall schedule conferences for parents and students.
• Shall collect class dues, school feel, and testing fees paid by students, write receipts, and deposit money.
• Shall assist principal's secretary when needed.
• Shall be responsible for processing high school transcripts.
• Shall be responsible for CTE student attendance and notification of partner schools.
• Shall be responsible for CTE financial responsibilities: requisitions, receipts and deposits.
• Shall be responsible for Student Marking Period Breakfast Programs, awards, ordering and invitations.
• Shall set appointments for Parent/Teacher conferences and distribute Parent/Teacher conference schedules to staff.
• Shall perform other duties as assigned by the principal and counselors.

This job description identifies general responsibilities and is not intended to be a complete list of all duties performed.

Specific duties assigned with regard to daily working area, but all secretaries will need to assist in responsibility as necessary.

• Shall be responsible for staff absence and substitute paperwork.
• Shall be responsible for the bell schedule.
• Shall order and maintain office supplies for the building.
• Shall assign lockers to all students.
• Shall process suspension and detention reports.
• Shall handle financial reports, requisitions, count money and write receipts.
• Shall process diploma paperwork for graduation.
• Shall process and route facility use forms.
• Shall be responsible for student Emergency Medical Forms and student contact and address changes.
• Shall process transportation forms for field trips.
• Shall collaborate with Associate Principal, Student Services and Care Team student attendance concerns.
• Shall maintain an accurate attendance record for all students using district software.
• Shall send the daily attendance sheet and other reports designated by the Associate Principal to staff.
• Shall check attendance slips each period for whereabouts of students.
• Shall take responsibility for getting homework and books to absentee students when requested.
• Shall answer phones and monitor visitor lobby.
• Shall be responsible for handling report cards, progress reports, deficiency reports, and all other correspondence related to a student's progress.
• Shall be responsible in Student Services regarding telephones, filing, scheduling students, sending and receiving records.
• Shall assist in collecting fees for summer school and testing paid for by students.
• Shall be responsible for Honor Roll and Merit Roll.
• Shall notify staff of any student schedule changes and run new schedules.
• Shall be responsible for EMIS duties, i.e. withdrawing students, running labels and reports.
• Shall be responsible for CTE Canton South notifications of other schools.
• Shall be responsible for nurse support, clinic and medications
• Shall check and track physical forms and dates.
• Shall collect and track Emergency Medical Forms and all OHSAA required forms.
• Shall work with Athletic Department to schedule activities.
• Shall work with Athletic Director to check student eligibility.
• Shall process requisitions, purchase orders and collect invoices.
• Shall communicate with game workers and officials when necessary.
• Shall help organize athletic department special occasions and events.
• Shall process all athletic transportation.
• Shall perform duties for the athletic director as required.
• Shall sell athletic tickets.
• Completes data entry with various programs.
• Collects student fees and maintains fee records (academic, extra co-curricular included).
• Accepts money from clubs, groups, and teachers wishing to make a deposit. Verifies amount on the deposit slip with actual money turned in.
• Gathers all money for deposit each day.
• Balances dailey monies received and prepare deposit.
• Deposits monies at the bank.
• Returns pink pay-in receipt to sponsor and files yellow pay-in receipt in file folders.
• Maintains records and collects fees for adult education when applicable.
• Resolves any banking issues.
• Maintains activity and budget records for each account.
• Maintains all fundraiser activities and balances final report.
• Attends yearly meetings with the state auditor to answer all questions regarding activities of any account they choose.
• Supplies financial reports on request of supervisor. Supplies account balance to advisor/department chairs.
• Supplies and maintains necessary forms for staff.
• Works with parents on ongoing basis.
• Works with Food Service in regard to fee waivers.
• Assists with all fundraiser paperwork
• Acts as liaison between vendors and staff.
• Monitor student fees and send notices to students as follow-up for fee collection.
• Shall be responsible for EMIS duties, i.e, entering and updating registration information, running labels and reports, entering summer school and post-secondary grades.
• Shall be responsible for building data reports in EMIS
• Shall keep an up-to-date figure on student enrollment

Abilities Required:

The following characteristics and physical skills are important for the successful performance of assigned duties.

• Demonstrates professionalism and contributes to a positive work environment.
• Performs prescribed activities efficiently and limited supervision.
• Reacts productively to interruptions and changing conditions.
• Effectively uses listening, observation, reading, verbal, nonverbal and writing skills.
• Organizes tasks and manages time effectively.
• Accepts personal responsibility for decisions and conduct.
• Completes paperwork accurately. Verifies and correctly enters data.
• Maintains an acceptable attendance record and is punctual.

Supervisor Responsibility:

Under directions of the principal, plans activities, provides instructions and works with assigned staff. Assists staff as needed to promote teamwork.

Working Conditions:

Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable.

• Duties may require lifting, carrying and moving work-related supplies/equipment.
• Duties may require operating and/or riding in a vehicle.
• Duties may require traveling to meetings and work assignments.
• Duties may require prolonged use of a computer keyboard and monitor.
• Duties may require working under time constraints to meet deadlines.
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