Head Secretary

Secretary - Head

The Head Secretary is responsible for providing clerical support to the building administrators to insure the efficient operation of the school office.

Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge, and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:

• Responsible for assisting the building administrator with implementing work rules and daily routines.
• Responsible for acting as a liaison between clerical and managerial staff.
• Responsible for guiding the work of other clerical staff to ensure work efficiency.
• Plan and adjust the assignments of clerical staff to cover unexpected absences and work assignments.
• Responsible for responding to customer complaints.
• Assist the building administrator with various tasks including message handling, written communications, answering voicemail, filing, payroll, scheduling appointments and reporting.
• Responsible for building payroll, recording staff attendance and work with appropriate personnel to coordinate substitute staff.
• Maintain records and prepare reports.
• Responsible for monitoring and coordinating the site-based budget and accounting process, ordering, inventory, and distribution of supplies, purchasing of materials, purchasing card ordering and reconciliation.
• Responsible for assuring proper collection and securing of funds collected in the school.
• Responsible for maintaining the building calendar, including building use requests and coordinate with appropriate personnel.
• Responsible for assuring all office equipment is in working condition.
• Responsible for the accurate maintenance of the computerized scholar information system and be willing to train others on computer applications for school use.
• Responsible for assisting with the coordination of the recording all scholar daily attendance.
• Responsible for assisting the principal with implementing the scholar enrollment process.
• Responsible for working with the nursing staff in the distribution of medication and health screening.
• Responsible for regular secretarial duties for the building administration, including mail, communications, etc.
• Responsible for issuing building keys.
• Responsible for assisting in the preparation for all audits.
• Responsible for the collection of all monies owed to the school.
• Responsible for assisting the principals with TR scholar suspension.
• Responsible for preparing for school opening and closing with the principal.
• Responsible for preparing and coordinating the monthly school calendar and newsletter.
• Responsible for assisting with the completion of all necessary and required reporting.
• Interact with co-workers, administration, scholars, parents, and the community in positive, supportive, and cooperative ways.
• Maintains school budget at the discretion of the principal.
• In-person and on-time attendance is mandatory
• Performs other duties as assigned.

Required Education and Experience:

• High School diploma or equivalent.
• One year of successful previous secretarial experience.
• Successful completion of secretarial testing in the areas of intermediate word, excel, basic math, grammar, and language arts.

Preferred Qualifications:

• Working knowledge of the school system
• Familiarity with BOE policies and procedures

Knowledge, Skills, and Abilities:

• Excellent communication skills (verbal, written and interpersonal).
• Proven experience working with computers and a strong working knowledge of Windows-based programs, including word processing and spreadsheets.
• Working knowledge of the district's e-mail, payroll and financial systems, scholar records, and substitute system.
• Proven expertise in bookkeeping and managing financial records and strong ability to organize office operations and effectively manage time.
• Consistently demonstrate dependable attendance and punctuality.
• Proven ability to collaborate effectively in diverse environments.
• Exhibited strong leadership in managing and working with both staff and scholars.
• Ability to participate as a member of the team.
• Ability to handle confidential matters with discretion.
• Ability to work independently, skilled in adapting to changes in work priorities, procedures, and other circumstances.
• Ability to develop and promote good community relations among various community and school clientele.

ADA REQUIREMENTS

The physical demands, work environment factors, and mental functions described below 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.

PHYSICAL DEMANDS

While performing the duties of this job, the employee is required to stand, walk, sit, use hands to finger, handle, or feel, reach with hands and arms, climb or balance, stoop, kneel, crouch, or crawl, talk, and hear (in a quiet or noisy environment). The employee must occasionally lift and/or move up to 40 pounds. Specific vision abilities required by this job include close vision, distance vision and ability to adjust/focus.

WORK ENVIRONMENT

The noise level in the work environment is usually loud to moderate.

MENTAL FUNCTIONS

While performing the duties of this job, the employee is required to compare, analyze, communicate both orally and in writing, copy, coordinate, instruct, compute, synthesize, evaluate, use interpersonal skills, compile, and negotiate.

Non-Discrimination

The Grand Rapids Public Schools will not discriminate against any person based on race, sex, sexual orientation, gender, gender identity and expression, height, weight, color, religion, national origin, age, marital status, pregnancy, disability, veteran, or military status.