School Secretary

Administrative Assistant

Under direction, support building administration in the coordination of service flow, communication, and processes in the school office; serve as the administrative assistant to the school principal/assistant principal, provide a wide range of information to students, staff, parents, and the public; use office automation and manual methods to maintain varied administrative and student records and prepare reports; perform related work as required.

Qualifications/Experience

• High school diploma/GED or a minimum of 3 years of similar experience.
• Knowledge of the basic principles of a school organization.
• Advanced customer service principles and practices.
• Ability to multi-task and remain calm under stressful situations.
• Possesses a flexible attitude, not bothered by interruptions.
• Ability to use independent judgement in a fast paced environment
• General mathematical aptitude.
• Basic bookkeeping skills.
• Excellent knowledge of the English language including, but not limited to, the rules of grammar and correct spelling.
• Develop and maintain accurate files and manage school events/projects.
• Proficient computer knowledge/experience and keyboarding skills.
• Experience using G Suite (Gmail, Google docs, Google sheets, etc.), MS Office Suite applications, Quicken and Skyward.
• Demonstrates ability to maintain confidentiality of sensitive or privileged information.
• Exhibits sound and accurate judgment.
• Ability to work as a team and independently.
• Knowledge/experience using common office equipment including copier, fax machine, adding machine, computer, phone and intercom system.

Responsibilities

• Serve as a liaison among administrators, teachers, parents and students
• Perform usual office routines and practices associated with a safe and efficient school office including greeting visitors, answering incoming phone calls, and serving as the point-of-contact for staff and visitors.
• Perform responsibilities of new student registration process including assisting families, collecting required documents, and entering in student management system.
• Assist families with re-registration and verification of residency process.
• Balance funds collected for registration or school events; submit accurate deposits in a timely manner.
• Maintain accurate student records including required documents (birth certificate, transfer forms), grades, and test scores; compile complete student record file for transferring students and send to receiving school.
• Ensure pupil records and attendance data are maintained and accurate including dismissal/early dismissal.
• Manage student lists such as honor roll, perfect attendance, and other awards.
• Collaborate with office assistant or other school secretary in the performance of office duties including answering phone calls, managing lunch counts, assisting in the registration and verification of residency process, etc.
• Serve as a point of contact to substitute teachers and direct them to their assigned location.
• Use Absence Management System (Aesop) and Skyward to manage daily staff attendance, ensure needed substitutes are ordered, coordinate with District Substitute Coordinator, record and reconcile substitute teacher assignments.
• Maintain bus route information and manage trip details regarding special events such as field trips as well as special education transportation route information/needs, when applicable.
• Manage door entry, maintain visitor log and ensure proper background processing through Raptor program is completed.
• Process submitted timesheets to building administration and District payroll department.
• Manage accounts for activity fund transactions.
• Communication skills for relating to colleagues in the office environment, including an appropriate attitude to insure a cordial working environment.
• Requisitions supplies for building and staff.
• Processes and tracks purchase orders.
• Junior High level – prepare and manage 8th grade graduation and awards night.
• Report potentially unsafe conditions.
• Such other tasks as may be assigned from time to time by the principal.

Physical Abilities and Work Conditions

• Vision: (which may be corrected) to read small print; view a computer screen for prolonged periods.
• Hearing: (which may be corrected) to answer telephones and tolerate exposure to noisy conditions.
• Speech: to be understood in face-to-face communications; to speak with a level of proficiency and volume to be understood over a telephone.
• Upper Body Mobility: use hands and fingers to feel, grasp, and manipulate small objects; manipulate fingers, twist and bend at wrist and elbow; extend arms to reach outward and upward; use hands and arms to lift objects; turn, raise, and lower head.
• Lower Body Mobility: to bend at waist; stoop; twist and turn torso.
• Strength: to lift, push, pull and/or carry objects that weigh as much as 25 pounds on a frequent basis.
• Environmental Requirements: encounter constant work interruptions; work cooperatively with others; work independently; work indoors.
• Mental Requirements: read, write, understand, interpret and apply information at a moderately complex level essential for successful job performance; business math skills at a high school proficiency level; judgement and the ability to process information quickly; learn quickly and follow verbal procedures and standards; give verbal instruction; rank tasks in order of importance; copying, comparing, compiling and coordinating information and records.

Applicants should complete the online application and upload all supplementary materials electronically. Hard-copy materials are not accepted. The online application may be accessed by visiting our website.

We are an equal opportunity employer who fully and actively supports equal access for all people regardless of race, color, religion, gender, sexual orientation, age, national origin, or disability.