Building Secretary

Clerical, Secretarial, and Administrative Assistant

Under the direct supervision of the Principal or other administrator, and as assigned by the School Executive Secretary, to provide clerical, secretarial and administrative assistance to school administrators at Columbus East High School, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions:

• Welcome & assist visitors to Columbus East High School, including students, parents, substitute teachers, and others.
• Issue visitor's badges to people visiting the school premises.
• Prepare, copy and distribute notices, memoranda or other correspondence in order to inform school employees regarding activities, events or other work-related matters.
• Manage facility requests.
• Assist in planning and scheduling school events and activities, and maintaining calendar of school and student events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Assist in maintaining documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Assist in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Responsible for the daily coordination of substitute teachers.
• Answer telephone calls, and provide information and assistance to callers.
• Distribute incoming mail appropriately and prepare outgoing mail.
• Evaluate situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Respond to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Provide support & assistance to other clerical staff when needed.
• Provide support for state reporting.
• Compose documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for principal or other school administrator(s) for the purpose of requesting or providing information about school and work-related matters, activities, events, etc.
• Perform any other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the school.

Additional Duties:

The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities:

• Effective writing and verbal communication skills
• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, PowerPoint, the Internet, Gmail, Google Docs).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Ability to work quickly when dealing with time sensitive information.
• Strong sense of urgency
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards:

Works in standard office and school building environments.

Qualification Profile:

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying. Typical qualifications would be equivalent to:

• Graduation from high school.
• 70+ WPM desirable.
• Successful experience with office management preferred.

Terms of Employment:

223 days per year 7 hours per day Grade 10 on Support Staff Pay Matrix - $18.49-21.46 based on experience An additional $1 per hour will be paid from referendum funds Full Benefits

Hiring Manager: Laurie Chamblee