Substitute Secretary

On-Call Substitute Position

In the absence of the regular employee, the Substitute Secretary is responsible assisting with the coordination daily workloads and activities of school office or department; secretarial duties for Supervisor; communicating with and providing customer service to students, parents, staff, and/or outside agencies or vendors to meet district needs; preparing and processing a variety of documents, invoices, orders, etc.; processing a variety of district, state, or federal documents; inputting of data into computer (student, financial, budget); and monitoring budgets, grants, funds, and inventories as assigned.

This list of essential job functions is not exhaustive and may be supplemented as necessary. Depending upon individual assignment, the employee may perform all or a combination of several of the following duties:

• Provide customer service to students, parents, staff, and community including answer telephone, greet and direct visitors, resolve conflict, disseminate information, etc.
• Answer incoming calls on multi-line telephone, direct callers as appropriate, and take and refer messages
• Coordinate building functions and activities including telephone, intercom, alarm, security, equipment inventory; issue keys and maintain key records; arrange field trip transportation; and verify and secure substitutes, etc.
• Monitor student attendance, maintain student discipline records, and assist with registering new and transfer students
• Explain documents and requirements and answer procedural inquiries
• Receive and receipt monies
• Operate a variety of office equipment
• Perform data entry, word processing, spreadsheet, and database functions
• Coordinate with staff and outside agencies/vendors to ensure district and/or students needs are met
• Monitor, maintain, and retrieve information for enrollment, budgets, grants, funds, inventories, etc. to meet district, State, and federal requirements
• Create and maintain a variety of files (computer and hard copy including confidential files) to ensure accurate, up-to-date information is available
• Prepare and process various district documents including travel requests, purchase orders, timesheets, calendars, correspondence, memos, budgets, reports, etc. to provide information to district, staff, students, parents, and community
• Prepare and process various district documents to meet district, state and/or federal regulations
• Identify account coding and distribution by school
• Input various data into computer systems (student, financial, budget) to meet district, state, and federal regulations
• Generate reports and other required information
• Sort and distribute mail (internal and external)
• Attend and/or schedule meetings and trainings as required
• Order supplies, materials, and repairs as necessary
• Monitor student workers in office area
• Maintain consistent presence at assigned worksite and regular work hours
• Professionally interact with students, staff, and public
• Comply with all district policies and procedures
• Perform related duties as assigned

Knowledge of proper English grammar, spelling, and usage in both oral and written communication

Knowledge of effective office operations and procedures, and alpha-numeric filing systems, district account codes, policies, and procedures, and state and federal policies and procedures

Knowledge of basic accounting principles and budget, financial, and statistical record keeping

Working knowledge of district-adopted software including Microsoft Office Suite, Gmail, Substitute Online, and WESPaC

Ability to operate a variety of office machines including telephone, copier, 10-key calculator by touch, dictation machine, PC computer, etc.

Ability to read and interpret specific rules and laws and apply them with good judgment in a variety of procedural situations

Ability to handle confidential matters and information in a professional manner

Ability to work in an atmosphere where interruptions occur frequently and priorities are often modified using a high degree of flexibility

Ability to maintain high standards of professionalism and diplomacy in dealing with the public and district staff

Ability to establish cooperative working relationships with district staff to enhance the completion of assigned tasks

Ability to communicate effectively with co-workers, students, parents, and the public

Ability to organize, set priorities, meet deadlines, attend to detail, follow through on a variety of assigned tasks

Ability to understand and complete oral and written instructions

Ability to compose, edit, and format documents using different software programs

Ability and willingness to upgrade skills to maintain the highest level of efficiency and high quality work

Ability to type/keyboard accurately at a minimum of 45 words per minute

Ability to lift objects weighing up to 40 pounds

The work environment characteristics described are representative of those an employee encounters while performing the essential functions of this job. This is an office job. The employee is confined to a work area; required to have precise control of fingers and hand movements; experiences constant interruptions and inflexible deadlines; must be able to work at a computer monitor for prolonged periods; and must be able to crouch, crawl, bend, kneel, and lift/move objects such as files, boxes, etc. The employee is required to deal with distraught and/or angry persons, may be required to care for ill or injured children, and is exposed to infectious diseases carried by children. The noise level in the work environment is acceptable to this particular environment and can vary depending upon daily activity but will remain within acceptable ranges.

The subsitute shall be evaluated periodically by the Building Principal or Department Administrator or assigns pursuant to the currently established district procedures and evaluation criteria.

Marysville School District complies with all federal and Washington State rules and regulations and will provide equal employment opportunity and treatment for all applicants and staff in recruitment, hiring, retention, assignment, transfer, promo, and training. Such equal employment opportunity will be provided without discrimination with respect to race, creed, national origin, age, honorably discharged veteran or military status, sex, sexual orientation including gender expression or identity, marital status, the presence of any sensory, mental or physical disability or the use of a trained dog guide or service animal by a person with a disability. The district will provide equal access to school facilities to the Boy Scouts of America and all other designated youth groups listed in Title 36 of the United States Code as a patriotic society.

The following Marysville School District employees/departments are designated to address questions and complaints of discrimination:

• Civil Rights: Executive Director of Equity and Family Engagement; View phone number on click.appcast.io
• Gender Inclusivity: Executive Director of Equity and Family Engagement; View phone number on click.appcast.io
• Harassment, Intimidation, & Bullying
  • Employees:Executive Director of Human Resources; View phone number on click.appcast.io
  • Students: Executive Director of Legal and Risk Management; View phone number on click.appcast.io
• Title IX: Executive Director of Legal and Risk Management; View phone number on click.appcast.io
• Section 504 and ADA: Executive Director of Special Education and Student Services; View phone number on click.appcast.io

Discrimination and discriminatory harassment may be reported to the district employee/department listed above by phone at View phone number on click.appcast.io. You also have the right to file a written complaint. Address: 4220 80 th Street NE, Marysville, WA 98270.

The Marysville School District is a drug-and tobacco-free workplace.