Secretary-PowerSchool at Brookwood Academy

Job Title

Qualifications: High school diploma, demonstrated competency with computers and computer programs and general office procedures, good communication skills a requirement. Strong organizational skills a must. Such alternatives to the above qualifications as the board may find appropriate and acceptable.

Job Goal: To organize and work to ensure the smooth and efficient operation of the school office.

Performance Responsibilities:

• Performs the usual office routines and practices associated with a productive and smoothly run office.
• Maintains such student records as required.
• Receives and routes all incoming calls.
• Maintains a daily teacher attendance log and the records for substitute teachers.
• Assists teachers in preparing special instructional materials as requested.
• Maintains a log of visitors to the school.
• Classifies, sorts, and files correspondence or other data.
• Composes and prepares correspondence.
• Maintains copies of meetings' minutes.
• Maintains school system telephone directory.
• Maintains all school files.
• Maintains logs and registers.
• Maintains office mailing lists, as of community resource persons, supplies.
• Maintains records required by policy, regulations, law, or good practice.
• Prepares the school bulletin.
• Requisitions supplies.
• Responds to request for information.
• Sorts, distributes, or delivers mail and other documents.
• Types and proofreads letters, agendas, forms, and documents when directed by the principal.
• Acts as a receptionist to incoming public.
• Maintains a health room for students.
• Makes arrangements for substitutes as required by staff members.
• Processes leave forms.
• Works with others consistently in a cooperative and respectful manner.
• Performs all other duties and responsibilities designated by the principal.

Calendar Schedule: 200 days

Minimum Training and Experience

Requires high school diploma or experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities. Must possess a valid state driver's license.

Minimum Qualifications or Standards Required to Perform Essential Job Functions

Physical Requirements: Requires some lifting work that involves walking or standing some of the time and involves exerting up to 60 pounds of force on a recurring basis, or skill, adeptness and speed in the use of fingers, hands or limbs on repetitive operation of mechanical or electronic office or shop machines or tools within moderate tolerances or limits of accuracy. Ability to pack and unpack shipping boxes or move equipment unassisted.

Data Conception: Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether like or divergent from obvious standards) of data, people or things.

Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments and/or direction from supervisor.

Language Ability: Requires ability to read a variety of financial, legal and professional reports and documentation, policy and procedure manuals, dictionaries, etc. Requires the ability to prepare general reports, presentation materials, correspondence, news articles, publication copy, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Requires the ability to speak with and before others with poise, voice control and confidence.

Intelligence: Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables. Requires the ability to apply influence systems in managing a support staff and affecting public perception of District programs and issues; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information.

Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions; to use persuasive language in spoken and written form; to counsel and teach employees. Must be able to communicate effectively and efficiently with persons of varying educational/cultural backgrounds and in a variety of technical and/or professional languages including budgeting, public relations, journalism, marketing, publication production, graphics, etc.

Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals and to determine time. Must be able to use practical applications of statistics.

Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape; to identify creative mixes and matches as in publication design and visually read various information.

Motor Coordination: Requires the ability to coordinate hands and eyes using office machinery.

Manual Dexterity: Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, graphics instruments and equipment, etc. Must have minimal levels of eye/hand/foot coordination.

Color Discrimination: Requires the ability to differentiate colors and shades of color.

Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under significant stress when confronted with emergency situations or tight deadlines. The worker may be subject to tension as a regular, consistent part of the job.

Physical Communications: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).

Performance Indicators

Knowledge of Job: Has knowledge of procedures and policies of the school district as they pertain to the performance of duties of the Secretary-PowerSchool. Has thorough knowledge of the organization of the district. Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.

Can make sound, educated decisions. Can take the initiative to complete the duties of the position without the need of direct supervision. Has the ability to plan, organize and prioritize daily assignments and work activities. Has knowledge in the areas of technology support.

Has the ability to offer training and assistance to co-workers and employees of other departments as required. Has comprehensive knowledge of the terminology and various professional languages used within the department. Has knowledge of proper English usage, grammar, punctuation and spelling; has the mathematical ability to handle required calculations.

Has knowledge of and is able to use modern office practices and equipment, including computers and related software. Knows how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation. Knows how to react calmly and quickly in emergency situations. Has the ability to learn and utilize new skills and information to improve job performance and efficiency.

Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with internal and external entities with whom the position interacts.

Quantity of Work: Performs described Essential Functions and related assignments efficiently and effectively to produce quantity of work which consistently meets established standards and expectations.

Dependability: Assumes responsibility for completing assigned work. Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures. Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.

Attendance: Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness. Provides adequate notice to higher management with respect to vacation time and leave requests.

Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.

Judgment: Exercises analytical judgment in areas of responsibility. Identifies issues or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to issues or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.

Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation intra- and interdepartmentally.

Relationships with Others: Shares knowledge with managers, supervisors and co-workers for mutual benefit. Contributes to maintaining high morale among all employees.