AP/Counselor Secretary

Administrative Assistant: AP/Counselor

Pay Grade Number of Days Hourly Range CP03 215 $16.78 - $20.97

Campus Assistant Principal/Counselor

Assigned Campus

Non-Exempt

215 Days / 11.5 Months

CP 03

Primary Purpose

Ensure efficient operation of school administrative office and provide clerical services for school's administrative staff.

Qualifications

Education/Certification

High school diploma or GED

Special Knowledge/Skills

Proficient keyboarding and file maintenance skills Ability to use software to develop spreadsheets, databases, and do word processing Ability to maintain accurate and auditable records Knowledge of basic accounting principles Ability to follow verbal and written instructions Ability to perform a variety of tasks often-changing assignment on short notice Effective organizational, communication, and interpersonal skills

Experience

5 years of secretarial experience

Major Responsibilities and Duties

Records, Reports, and Correspondence 1. Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.

2. Prepare instructional materials and as requested.

3. Maintain a daily teacher attendance log and records for substitute teachers.

4. Monitor and process time records including leave requests and reports.

5. Compile information and submit to central office according to established procedures and deadlines.

6. Maintain school calendar of events.

7. Compile, maintain, and file all reports, records, and other documents as required.

8. Maintain student records according to established procedures.

Reception and Phones 9. Receive incoming calls, take reliable messages, and route to appropriate staff.

10. Assist students, teachers, and parents as needed.

11. Schedule meetings and appointments and maintain calendar for principal.

Accounting and Inventory 12. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).

13. Assist with campus budget preparation and maintain accurate records of expenditures.

14. Prepare and process purchase orders and receive, store, and issue supplies and equipment.

15. Maintain inventory of fixed assets, equipment, and supplies.

Other 16. Assist with planning, preparation, and setup of faculty meetings and campus activities.

17. Sort, distribute, or deliver mail and other documents.

18. Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.

19. Maintain confidentiality.

20. Follow district safety protocols and emergency procedures.

Supervisory Responsibilities

Monitor the work of campus secretaries and clerical aides.

Mental Demands/Physical Demands/Environmental Factors

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress