School Support Secretary - Long Term Substitute

School Support Secretary

This position is located at Shasta Collegiate Academy. This assignment covers an employee on leave. The duration is estimated at five months.

Under the direction of an assigned supervisor, perform a variety of responsible clerical and secretarial functions in support of a school office; maintain schedules; plan, organize and coordinate office activities; assure efficient completion of office projects and activities.

Representative duties include:

• Perform a variety of clerical and secretarial duties in support of an Assistant Principal, Counselor or other site administrator relieving the administrator of clerical and secretarial details; independently compose letters, memoranda and bulletins as directed.
• Coordinate and facilitate communications and serve as a liaison between the office and parents, students, school sites, vendors, community organizations, agencies and the general public; serve as the receptionist and primary contact and reference source for the office; provide information over the phone or in personal contacts with parents, students or school personnel as appropriate.
• Prepare and maintain files of student cum records as assigned by the position; process student actions and maintain student records including suspension, transfers, School Attendance Review Board (SARB) or Student Study Team (SST) actions, expulsion report, student attendance records and permanent student files; process and mail records to requesting schools, colleges or graduates.
• Schedule and coordinate meetings, appointments and conferences for the Assistant Principal, Counselors, and other personnel as assigned; maintain assigned calendar.
• Compile, prepare and maintain various school office records and consolidate reports as directed; maintain confidentiality of student information.
• Prepare a variety of materials such as report cards, letters, appraisals, program brochures, newsletters, activity calendar, bulletins, memoranda, reports, work orders and statistical data; prepare confidential information of students for SARB referrals, prepare SARB packets and send certified correspondence to parents as assigned by the position; prepare suspension and expulsion letters as assigned.
• Verify student information for County Social Services, insurance, employment and athletic eligibility.
• Receive, store and distribute supplies and office materials; maintain inventory of materials and equipment.
• Participate in registration and graduation activities as requested; distribute related forms; respond to inquiries.
• Provide assistance to the athletic administrator as assigned; participate in athletic event preparation activities; maintain athletic event and practice schedules; notify game officials of schedules; assure athletic eligibility and proper waivers of students.
• Operate a variety of office equipment including a computer, typewriter, copier and other standard office equipment.

Other duties include:

• Attend various meetings and conferences as assigned; take notes; type and distribute minutes as assigned.
• Provide work direction and guidance to student assistants as assigned.
• Perform related duties as assigned.

Knowledge and abilities include:

• Modern office practices, procedures and equipment.
• Applicable sections of the State Education Code and other applicable laws.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Record-keeping techniques.
• Interpersonal skills using tact, patience and courtesy.
• Operation of a computer and assigned software.
• Alpha and numeric filing systems.
• Telephone techniques and etiquette.

Ability to:

• Perform clerical duties such as filing, typing, duplicating and maintaining records.
• Communicate effectively both orally and in writing.
• Compose correspondence and written materials independently.
• Establish and maintain cooperative and effective working relationships with others.
• Maintain records and prepare reports.
• Meet schedules and time lines.
• Type at an acceptable rate of speed.
• Plan and organize work.
• Provide work direction to others.
• Complete work with many interruptions.
• Work confidentially with discretion.
• Understand and follow oral and written instructions.
• Utilize alpha and numeric filing systems.
• Answer telephones and greet the public courteously.
• Operate a computer and standard office equipment.

Education and experience: Any combination equivalent to graduation from high school and three years of increasingly responsible clerical or secretarial experience.

Working conditions: Office environment. Constant interruptions. Dexterity of hands and fingers to operate a computer keyboard. Hearing and speaking to exchange information in person and on the telephone. Seeing to read a variety of materials. Sitting for extended periods of time. Bending at the waist, kneeling or crouching to retrieve and maintain files.

Shasta Union High School District