Anticipated - Elementary Principal Secretary 8 hrs/day 204 days per yr

School Secretary

Due to employee movement.

Stow-Munroe Falls City School District

Title: School Secretary File 220

Reports to: Principal

Job Objective: Performs secretarial duties that support the effective management of school operations.

Minimum: High school diploma or GED. An acceptable score on a pre-employment test may be required.

Qualifications: Post-secondary business school training or equivalent secretarial work experience is desirable.

• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug-free workplace rules and board policies.
• Multitasking ability and strong diplomacy skills. Congenial telephone etiquette.
• Keeps current with technology and other workplace innovations that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.
• Accounting skills and the ability to consistently accurately compute and record mathematical data.
• Energetic self-starter. Gives careful attention to details and effective customer-service.
• Assignment may require successful completion of basic first aid and/or CPR training.

Essential Functions:

Provides secretarial services. Organizes assigned duties. Takes the initiative to perform routine tasks independently. Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records. Maintains an orderly work area.

• Upholds board policies and follows administrative guidelines/procedures. Promotes a professional image of the school district.
• Promotes effective communications and assistance. Uses problem-solving techniques to tactfully address questions/concerns. Refers district policy/procedure questions to administrators.
• Keeps informed about program and procedure changes. Greets and assists office visitors. Answers and directs phone calls. Takes messages. Manages calls efficiently to keep lines open.
• Schedules appointments as directed. Maintains an office calendar. Prepares bulletin/message boards and displays as directed. Keeps administrators/staff informed about scheduled events.
• Helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.). Verifies the accuracy of database information as directed.
• Updates staff/student handbooks, fact sheets, and program forms.
• Helps coordinate school activities (e.g., open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in-service training, etc.).
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, schedules, student lists, etc.
• Processes interim reports, report cards, and supplemental information.
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms.
• Prepares attendance records. Keeps the principal and guidance staff informed about chronic absenteeism, tardiness, and truancy concerns. Verifies attendance information for report cards.
• Contacts parents or guardians when the school has not been notified about an absent student.
• Notifies teachers about homework requests for absent students.
• Collects and maintains staff and student medical emergency authorization forms.
• Administers medications and renders basic first aid when a school nurse is not available.
• Monitors students sent to the office for illness or discipline reasons.
• Monitors bus communications. Conveys information as needed.
• Composes and prepares routine correspondence, memos, notes, forms, etc.
• Transcribes, prepares, duplicates, and processes routine documents and special mailings.
• Collects, compiles, edits, and prepares statistical data and reports as directed.
• Helps gather information for grant/foundation proposals as directed.
• Assists with committee assignments and/or special projects as directed.
• Uses photocopy/duplicating equipment. Fixes minor malfunctions. Contacts vendors as directed.
• Maintains office transaction records (e.g., receipts, contributions, etc.).
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
• Maintains forms related to administrative procedures and program functions.
• Checks in supplies received against purchase orders.

Monitors and reorders office supplies to maintain reliable service levels.

Discards archived records following the board-adopted records retention/disposal schedule.

Respects personal privacy. Maintains the confidentiality of privileged information.

Keeps current with advances in office technology. Updates office procedures.

Assists with unexpected/urgent situations as needed.

Participates in staff meetings and professional growth opportunities as directed.

Takes precautions to ensure safety. Watches for conduct and situations that may indicate a problem. Works with supervisors to manage or eliminate risk factors.

Reports suspected child abuse and/or neglect to civil authorities as required by law.

Strives to develop rapport and serves as a positive role model for others.

Maintains a professional appearance. Wears work attire appropriate for the position.

Performs other specific job-related duties as directed.

Elementary School Additional Duties:

• Helps coordinate/process kindergarten registration.
• Processes field trip materials (e.g., PO, permission slips, first aide pack, staff notices, etc.).

High School Additional Duties:

• Processes student forms (e.g., work permits, driving permits, etc.).

Abilities: The following personal characteristics and skills are important for the successful performance of assigned duties.

Required:

• Acknowledges personal accountability for decisions and conduct.
• Demonstrates professionalism and contributes to a positive work environment.
• Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
• Maintains an acceptable attendance record and is punctual.
• Performs duties efficiently with limited supervision. Strives to meet deadlines.
• Prepares accurate and timely paperwork. Verifies and correctly enters data.
• Reacts productively to interruptions and changing conditions.

Working Conditions: To promote safety, employees are expected to exercise caution and comply with safety regulations and district policies/procedures when involved in the following situations/conditions.

• Balancing, bending, crouching, kneeling, reaching, and standing.
• Exposure to adverse weather conditions and temperature extremes.
• Exposure to blood-borne pathogens and communicable diseases.
• Interactions with aggressive, disruptive, and/or unruly individuals.
• Operating and/or riding in a vehicle.
• Performing repetitive tasks quickly.
• Lifting, carrying, and moving work-related supplies/equipment.
• Traveling to meetings and work assignments.
• Using a computer keyboard and monitor for prolonged periods.

Performance: Job performance is evaluated according to policy provisions and contractual agreements adopted by the Stow-Munroe Falls City School District Board of Education.

The Stow-Munroe Falls City School District is an equal opportunity employer. This document identifies typical job functions and is not intended to be an exhaustive list of all possible work duties. Employee performance is evaluated according to board policy, administrative procedures and current contractual agreements.