Building Secretary

Building Secretary

The Building Secretary provides full spectrum administrative support to the Building Principal including scheduling, writing correspondence, emailing, handling visitors, routing callers and answering questions and requests. The Building Secretary presents a positive image in contacts with staff, students, parents and community members.

Essential Duties and Responsibilities:

• Provides administrative support the building principal, including but not limited to preparation of presentations, budget tracking, calendar management, travel and room arrangements and correspondence to staff, parents, students and community members.
• Assists with student accounting and reporting.
• Responsible for collecting and maintaining building wide attendance.
• Performs general office duties including answering telephones, greeting the public, typing, filing, sorting and handling incoming and outgoing mail.
• Researches, creates, inputs, formats, organizes and edits relevant data as needed or requested and prepares in a usable format.
• Answers routine questions and correspondence not requiring the supervisor.
• Maintains all program records in compliance with state and federal guidelines and district policies.
• Completes a high volume of computer data entry work, using district computer programs, to input a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.
• Represents administrators in a professional manner in communications with constituents providing accurate information, facilitation and problem resolution.
• Compiles and prepares reports for administration or outside agencies as required.
• Schedules conferences and programs as required including creating schedules, contacting all invited parties, preparing confirmations and distributing materials to all parties.
• Manages special projects as assigned by the building principal.
• Maintains and secures confidential records and inquiries in an appropriate manner.
• Represents the school and district in a professional manner in interactions with parents, community, staff and students.
• Administers first aid and triages students who may be injured or ill.
• Abides by all applicable rules, regulations, policies, procedures and statutes.
• Participates in professional development, maintains appropriate certification and qualifications.
• Acts as a public relations agent for the success and image of the district.
• Participates in district and school initiatives.
• Regular predictable attendance.

Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

High level of organizational skills including a high degree of initiative and the ability to work with no or minimal supervision, often working under pressure or deadline. Evidence of training in first aid or willingness to acquire. Interest in being part of a learning organization and committed to helping students with improvement and instructional issues desired. Must be willing to work a flexible schedule that may include morning, afternoon or evening hours. Ability to multi-task and meet deadlines. Possess (or acquire) knowledge of District organizational structure, personnel and their general responsibilities and apply that knowledge to direct incoming calls. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Exhibit high level of professionalism with the ability to handle confidential information, use good judgment, plan and handle complex projects and maintain a flexible attitude. Ability to complete a task through to a successful conclusion. Ability to work under pressure. Ability to multi-task and meet deadlines.

Education and/or Experience:

Bachelor's Degree preferred; Associates Degree required. Minimum of three (3) years of progressively responsible secretarial experience working within a position involving significant exposure to confidential material, preferably in a public school environment.

Language Skills:

Excellent verbal and written communication skills. Ability to express self clearly, both orally and in writing. Excellent telephone presence. Ability to answer questions and provide information to District employees, outside agencies, and the general public.

Technical Skills:

Ability to type 55 words per minute. Must be able to pass general secretarial skills test. Ability to write reports, business correspondence and procedure manuals. Ability to effectively present information and respond to questions from groups of administrators, staff and the general public. Demonstrated proficiency in the use of a personal computer (PC) or MAC in a networked environment to utilize the Internet and other electronic communications mechanisms such as email, conferencing, bulletin boards, etc. Excellent knowledge of productivity applications such as Microsoft Office (word processing, spreadsheets, database and presentation software) and other technology to support efficient and effective office operation is required. Extensive experience with Microsoft Excel. Experience with publishing tools such as Microsoft Publisher desired. Possess good data entry skills and have good grammar. Ability to read, analyze and interpret general periodicals, professional journals, technical procedures and governmental regulations and forms. Knowledge of business letter writing and the standard format for typed materials.

Mathematical Skills:

Ability to maintain program and grant budgets. Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs. Assist with budget preparation and tracking.

Reasoning Ability:

Demonstrated ability to constructively deal with conflict and afford effective resolutions. Ability to organize, prioritize and work independently, as well as cooperatively with diverse groups. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.

Interpersonal Skills:

Possess excellent customer service and communication skills with a client-centered focus. Ability to build rapport with others and to serve diverse publics. Ability to take the initiative, work well with others as a collaborative team member and exhibit good communication skills.