Middle School Secretary

Secretary, Middle School

Job Title: Secretary, Middle School

Version Date: 3/19/24

Category: Clerical

Department: Human Resources

Work Year: 160 Day, 10 Month

FLSA Classification: Non-Exempt

Job Summary

Employee is required to render secretarial services to the principal, Counselor, and/or Dean of Students/Assistant Principal and assure the smooth and efficient operation of the Middle School office.

Essential Functions

Essential Function % TIME

Maintains filing system, including personnel and student folders, etc.

3%

Assist in the preparation and maintenance of the budget including purchasing orders and maintains all activity, athletic and student fee and fine records.

3%

Acts as liaison between Administration and staff and retains good public relations by distributing daily announcements, etc

15%

Informs Department of Human Resources of the need for subs, directs subs at the school, and is responsible for the weekly Principals report.

5%

Responsible for receiving and distributing supplies and processing all incoming and outgoing mail. Manages the budget, purchasing, and PCARD reconciliation.

8%

Obtains, gathers and organizes pertinent information for reports needed.

7%

Trains and supervises student office aides. Handles all requests for building keys and keeps up-to-date log of keys distributed.

2%

Assumes responsibilities for collecting and depositing all activity, athletic and student monies.

5%

Checks all athletic eligibility weekly, at nine weeks, and at semester.

5%

Maintains a regular filing system and assist the administrators in the preparation of athletic contracts, rosters, schedules, busses and any other correspondence related to athletics and activities.

4%

Collects all forms and fees for each athlete and maintains all records pertaining to athletic participation.

4%

Responsible for the maintenance of bashing boxes for athletic and activity events, and petty cash money, vouchers and reimbursements.

8%

Responsible for the upkeep and maintenance of all records in the District-adopted Student Information System and hard copy records, registering new students, and withdrawing students.

2%

Responsible for all attendance calls, attendance verification, input in the District adopted Student Information System reports and gathering homework requests.

14%

Responsible for all discipline correspondence to ASC. Responsible for all academic and athletic awards, transcripts, report cards, locker assignments and student insurance, etc.

4%

Responsible for all awards assembly and continuation ceremony preparations.

4%

Responsible for administering student medications when delegated by the School Nurse (additional stipend applies) and other health related duties, including accident reports for students and staff.

2%

Performs such other tasks and assumes such other responsibilities as the Administration at the school may from time to time assign.

2%

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.

Education Required High School Diploma or GED Preferred Associates or Bachelor's Degree

Required Ability to pass the School District 70 Secretarial Test

Work Experience Required More than one year, and up to and including three years of experience in an office setting.

Skills, Knowledge, Equipment & Other Employee must have good communication skills; strong organizational skills; strong customer service relations; ability to perform multiple tasks at one time with many interruptions; exceptional computer and keyboarding skills; ability to prioritize tasks; ability to deal with individuals and have the ability to work independently. Operating knowledge of and experience with computers, basic computer software and basic office equipment. Operating knowledge of IVISIONS.

Physical Demands/Working Conditions

Physical Demands

Physical Demand NA Rarely Occasionally Frequently Constantly Weight

Carrying X Climbing Stairs X Crouching X Grasping X Grip X Handling X Kneeling X Reaching (Abduction) X Reaching (Adduction) X Lifting (Above Shoulder) X Pinch X Pulling (Horizontal) X Pulling (Vertical) X Pushing (Horizontal) X Pushing (Vertical) X Physical Demands Physical Demand NA Rarely Occasionally Frequently Constantly Weight Lifting (Floor to Waist) X Lifting (Waist to Shoulder) X Reaching (Forward) X Vision (Far) X Reaching (Waist to Shoulder) X Reaching (Above Shoulder) X Reading X Repetitive Motions X Sitting X Standing X Wrist Deviation (Wrist Extension) X Reaching (Floor to Waist) X Vision (Near) X Walking X Wrist Deviation (Pronation) X Wrist Deviation (Radial Deviation) X Wrist Deviation (Supination) X Wrist Deviation (Ulnar Deviation) X Stooping X Wrist Deviation (Wrist Flexion) X The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Working Environment

Working Condition NA Rarely Occasionally Frequently Constantly Extreme cold X Extreme heat X Humidity X Wet X Noise X Hazards X Temperature Change X Atmospheric Conditions X Vibration X Other X Valid Driver's License Required Yes/No Reason for Drivers License No The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Functional Competencies

Competency Level Competency Description Analytical Thinking 1. Entry Uses basic logic and common sense to arrive at solutions.

Communication Skills 1. Entry Able to communicate well in straight-forward situations.

Company Knowledge 1. Entry Understands his/her own job and how the role interacts with his/her team.

Functional Knowledge 1. Entry Knowledgable about his/her specific job.

Influence 1. Entry Gains support for ideas within the team.

Job Impact 1. Entry Immediate work team.

Leadership Skills 1. Entry Does not manage employees, but may mentor and/or train subordinates.

Scope

Freedom To Act Work is closely managed and reviewed for accuracy and adequacy. Follows specific, outlined, and detailed directions. Problem Complexity and Problem Solving Timeframes Provides resolution to problems that are readily identifiable with limited scope and are resolved in accordance with standard practices, procedures, applications or routines. Problem/Task resolution timeframe: The majority of tasks typically take one to two days to resolve. Impact Failure to achieve results or erroneous judgments may require the allocation of additional resources to correct and / or achieve goals. Contact with Others Contacts are primarily with direct supervisor and others in group or department to give and receive information.