Long Term Substitute: Ponaganset Middle School Secretary

Long Term Substitute: Ponaganset Middle School Secretary

Foster-Glocester Regional Schools Ponaganset Middle - Glocester, Rhode Island

Job Description

Reports To: Building Level Principal and/or designee

Minimum Qualifications: Associate Degree or Administrative Assistant / Secretary Training Program required; Two years of experience as a school secretary or other secretary (strongly preferred); Highly effective organizational, interpersonal, and written communication skills; Knowledge of and experience with the use of technology programs and systems, including but not limited to Word, Excel, Outlook, PowerPoint and Google Suite, in order to maximize the efficiency of the schools; Knowledge and skills to maintain high level of confidentiality; Knowledge and skills to multitask and work in a busy environment; Knowledge and skills to accurately input and retrieve data from systems; Knowledge and skills to manage the operations of the school office and other school offices in order to coordinate and support staff, teachers, and administrators in achieving the mission of the district; and Knowledge and skills to maintain accurate school-based records and other records and documentation

Position Type: Full-time Job Categories: Support Staff > Secretary

Job Requirements

• Provide direct support to the Associate/Assistant Principal(s) and assist in maintaining general order and efficient operation of the main office and school
• Routinely performs and/or implements school level office functions, operations, procedures, and systems that support and enhance school level and district level operations and requirements
• Take initiative and provide assistance to the staff, teachers, administrators, students and parents
• Input and maintain data with precision and accuracy in print documents and electronic systems (Student Information System, Microsoft Office, Google Docs, etc.), as needed
• Use independent judgment to analyze the operations of the school, identify potential problems, bring them to the attention of appropriate staff and/or administrators
• Assist the Associate/Assistant Principal(s), and other professionals inputting relevant data into relevant electronic management systems and retrieving data from those systems
• Exercise independent judgment in correcting errors or omissions in print and electronic files, procedures, operations and functions
• Write purchase orders following the unified chart of accounts; monitor and manage account balances
• Ensure materials/supplies needed for the operation of the school are available
• Process forms and maintain accurate records of students and staff
• Ensure data relating to student records, student performance, and student behavior are accurately input and maintained in relevant educational and management programs
• Organize and maintain files for various school activities and administrative functions
• Assist the building principal to ensure that all classes are covered in the absence of teachers and staff
• Perform routine maintenance to office equipment and copy machines e.g. clears jams, change paper, toner, staples, etc.
• Maintain a schedule of appointments and make arrangements for conferences and interviews for administrators
• Maintain legally required and appropriate levels of confidentiality
• Cross train and provide support in school counseling, health, athletics, career technical education, and other offices as necessary
• Use AESOP, or related software, to accurately reflect staff time and assignments
• Create and distribute routine and confidential internal and external communication in print and electronic form as requested
• Use electronic media such as email and the school and district website to communicate with staff and the community
• Maintain a regular filing system as well as appropriately locked files of confidential student and staff records and other information, administrator files, and prepare them for permanent storage
• Process incoming telephone calls, mail, and other correspondence, maintains accurate records of these communication, and forwards relevant information to teachers, staff, guidance counselors and administrators, as appropriate
• Produce, copy, and assemble materials to support the operations of the school main office and other offices in the school
• Exercise patience and tact when dealing with parents, students, teachers, administrators, and the public
• Drive to and from the middle school and high school as needed
• Work collaboratively and professionally with staff, teachers, and administrators in the FosterGlocester Regional School District, and the community
• Assist students, staff, and administrators in the performance of duties such as copying, form completion, assembling materials, etc., to support the operations of the school as requested by the principal
• Facilitate and support the implementation of school, district and state initiatives
• Perform the functions of the position in accordance with the Code of Professional Responsibilities, governing laws and regulations, and all School Committee and district policies, procedures, and administrative directives
• Performs other related duties and responsibilities as assigned by the Principal or designees