Elementary School Secretary

POSITION DESCRIPTION ~ SCHOOL SECRETARY/PRE-SCHOOL, ELEMENTARY & MIDDLE SCHOOL~ Position Purpose: The job of School Secretary is to provide secretarial and administrative support to the building administration; communicating information to students, parents, staff, and/or other districts; ensuring compliance with financial, legal and administrative requirements; and supporting the broad array of services provided to students, parents, instructional and support employees. Essential Functions: The essential functions or duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to the position. Compiles data from a variety of sources (e.g. calendars, meetings, etc.) for the purpose of complying with financial, legal and/or administrative requirements. Serves as the 'face' of the school by greeting all incoming visitors in a friendly and courteous manner for the purpose of ensuring that guests sign in/out as required. Maintains a variety of computerized and manual records, files, and department databases (e.g. information packets, rosters/listings, calendars, outstanding supply and purchase orders, payroll timesheets, etc.) for the purpose of documenting activities, providing reliable information and complying with district, state and federal requirements. Processes incoming and outgoing mail. Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items' availability. Performs record keeping and general clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of providing information and/or materials as needed. Assists with student transportation needs to ensure safety, facilitating changes of bus as needed. Collects data for new staff and administration of employee files; maintains staff records; input building attendance and submit leave reports to Central Office for payroll purposes. Track and record daily attendance for students in the district database. Prepares and updates a wide variety of reports and written materials (e.g. correspondence, agendas, minutes, newsletters, handbooks, bulletins, programs, financial statements, annual reports, school calendar, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information in accordance with district, state, federal and/or administrative requirements. Processes a variety of fiscal information (e.g. incoming invoices, purchase orders/requisitions, refund requests, special payment requests, student fees, cash receipts, AR invoicing, statements, etc.) for the purpose of updating information, transmitting information and/or complying with district, state and federal requirements. Processes documentation and materials (e.g. mail, supplies, registrations, collections, work orders, forms, field trip forms, receipts, bank deposits, student database updates, requisitions, travel requests, etc.) for the purpose of disseminating information to appropriate parties for action. Responds to inquiries from a wide variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among departments and/or providing direction as may be required. Organize and prioritize large volumes of information and calls.Supports the Principal and Assistant Principal as well as other administrative personnel for the purpose of assisting with their administrative functions. Any other job-related duties as required. Recommended Minimum Qualifications: Education and Experience: Associate's Degree preferable or a high school diploma with courses in office procedures and business practices; Associate's degree in related field desirable; two years of progressively responsible office experience; or any equivalent combination of education and experience. Knowledge, Ability and Skill: Knowledge: Thorough knowledge of office procedures, practices and terminology. Good working knowledge of the use of computer software applications in word processing, spreadsheets database and presentation software. Basic knowledge of accounting techniques. Ability: Ability to organize time and to work independently and accomplish tasks with minimal supervision. Ability to maintain confidential information. Ability to compose correspondence and to prepare, type, and proofread reports as to form and logic flow. Ability to communicate effectively with the public, coworkers, other employees, other departments, officials, and other agencies. Ability to maintain detailed budget accounts, financial records, and clerical records. Ability and willingness to learn job-related skills. Ability to satisfy attendance requirements. Skill: Superior administrative and secretarial skills. Expertise and skill in utilizing personal computers, popular word processing, database, and spreadsheet applications. Excellent customer service skills. Skill in all of the above listed tools and equipment with a focus on attention to detail. Job Environment: Work is performed in a school office environment. Majority of work is performed in a moderately noisy environment. Regularly operates computers and peripherals, calculator, telephone, copier, facsimile machine, and all other standard office equipment. Makes frequent contact with the public, teachers, students and various organizations for answering inquiries or disseminating and receiving information and assistance. Contacts are in person, in writing, and by telephone and involve an information exchange dialogue. Contacts with the public require considerable patience and courtesy. Has access to confidential information which requires the application of appropriate judgment, discretion and professional office protocols; confidential information may include employee discipline matters, student information, legal matters, etc. Errors could result in considerable confusion and delay, adverse public relations, and have financial and legal repercussions. Physical Requirements: 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. While performing the duties of this job, the employee is frequently required to work at a desk; regularly convey information to employees, students and the public; regularly move about inside the office to access file cabinets and office machinery. Regularly required to walk, stand, sit, stoop, talk, and hear; operate objects, tools, or controls; pick up paper, files, and other common office objects. The employee must occasionally lift and/or move objects weighing up to 10 pounds, such as supplies, folders, and books. Ascends/descends stairs to reach supplies and storage areas and attend meeting places. Ability to operate a keyboard and calculator at efficient speed and to view computer screens for extended periods of time.