School Secretary II - North Glen Elementary

Secretary: School II

Serves as secretary to the principal of the school by performing responsible secretarial, clerical, and public relations work in a school. This administrative level of secretarial work involves assisting the principal by relieving him/her of many administrative and procedural details as assigned; by tactfully receiving and screening parents and visitors; by performing, or coordinating and supervising the performance of a wide variety of secretarial and clerical tasks relative to the efficient daily operations of the school office. Employees in this job class frequently exercise considerable initiative, judgment, and action in the disposition of administrative/clerical matters, in receiving complaints, in giving information, and in other responsible public relations work. Assigns, coordinates, and supervises the work of other clerical office personnel, as applicable. Bilingual and biliterate in targeted language may be required depending on assignment.

Essential duties/responsibilities include:

• Serving as secretary and office assistant to a school principal, and relieving him/her of many administrative details as assigned.
• Receiving and screening visitors and telephone calls. Ascertains the nature of their business. Handles routine matters and details accordingly. Keeps principal informed of developments that have occurred in his/her absence.
• Keeping principal's calendar. Scheduling appointments and parent/teacher conferences. Resolving conflicts due to cancellations/changes. Reminding principal of appointments and making all necessary arrangements.
• Interpreting and orally conveying messages, instructions, procedures, or practices for principal to subordinates acting with tact, discretion, and authority for carrying out same.
• Maintaining subject-matter files, records, lists, and/or indexes in accordance with the work of the principal. Typing referrals, and setting up confidential files as appropriate. Exercising initiative in revising such systems to meet future needs.
• Receiving, screening and distributing incoming and outgoing mail. Handling routine matters.
• Performing and/or assigning bookkeeping and banking transactions and related accounting activities.
• Registering new students. Preparing student cumulative folders. Completing CR, SR, SIF, and related records.
• Transferring and withdrawing students. Completing and processing all related documents as required.
• Keeping employee time records and payroll forms. Completing and/or verifying overtime, leave, and substitute forms accordingly.
• Calling and arranging for substitutes as assigned. Maintaining current substitute teacher list.
• Scheduling after school use of building. Completing request forms. Submitting monthly report.
• In the absence of the Health Aide, administering first aid. Contacting parents regarding absentee or illness at school. Assisting in maintaining and updating for distribution the confidential medical list.
• Scheduling and making arrangements for field trips.
• Compiling, completing, and submitting required reports including: monthly student attendance, monthly financial, vandalism, fire drill, federally connected survey, insurance, Kindergarten enrollment, projected staff report, and others as directed.
• Typing a variety of correspondence, requisitions, memoranda, PTA communications, school bulletins, student handbook, test materials, and others.
• Assigning, coordinating, and supervising work of other clerical office personnel, as applicable. Promoting teamwork and team spirit in office.
• Operating standard office machines and equipment. Inventorying supplies. Assembling and typing ABC supply order. Receiving, checking in, and distributing such supplies.
• Maintaining good public relations with parents, students, general public, citizen groups, and professional organizations in representing the principal.
• Attending various school meetings, taking minutes, typing and distributing minutes
• Performing other related duties as assigned within the same classification or lower.

Minimum qualifications include:

• High School Diploma or Equivalency Certificate required.
• Some College Level Courses specialized secretarial and/or commercial business courses including office procedures, bookkeeping, record management, typing, and shorthand preferred.

Experience required:

• Three (3) years recent progressively responsible secretarial work experience of which at least two (2) years shall have been in connection with school operations required; or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

Knowledge, skills, abilities and other characteristics include:

• Demonstrated ability to type forty (40) words per minute.
• Proficiency in the operation of personal computers including word processing, spreadsheet, data base management, and desktop publishing. Ability to use school based financial, student, and human resources records management systems.
• Thorough knowledge of office practices and procedures, business English, spelling, bookkeeping, and commercial arithmetic.
• Ability to train, instruct, assign, coordinate, and supervise the work of other clerical office personnel and student assistants.
• Ability to exercise courtesy, tact, and diplomacy in dealing with students, parents, administrators, other employees, and the general public.
• Considerable knowledge of Board of Education and school operations, policies, and procedures.
• Ability to exercise independent judgment and discretion in applying and interpreting school policies and procedures.
• Ability to maintain confidential and important operating records.
• Demonstrates ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

Language requirements:

• Bilingual/Biliterate If assigned to bilingual program, bilingual and biliterate in targeted language native or near native required.

Licenses and certifications:

• Hold or be eligible for Notary Public issued by Maryland Secretary of State required.

Physical demands/working conditions:

• Standing: under 1/3 percent of the time
• Walking: under 1/3 percent of the time
• Sitting: between 1/3 and 2/3 percent of the time
• Keyboarding: between 1/3 and 2/3 percent of the time
• Talking: between 1/3 and 2/3 percent of the time
• Hearing: between 1/3 and 2/3 percent of the time
• As required by the duties and responsibilities of the position.

Vision:

• No special vision requirements

Work environment:

• Office, school or similar indoor environment: over 2/3 percent of the time

Noise level:

• Moderate: between 1/3 and 2/3 percent of the time

Weight & force:

• Up to 20 pounds: under 1/3 percent of the time

Travel requirements:

• N/A

Anne Arundel County Public Schools