Future Building Secretary

Elementary School Secretary

Reports to: Principal

Job Objectives: Serves as secretary to the principal. Provides administrative support services necessary for the effective management of elementary school operations.

Minimum High school diploma and a satisfactory pre-employment skill test score.

Qualifications: Post-secondary secretarial or office management training is desirable.

• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug-free workplace rules and board policies.
• Assignment may require successful completion of basic first aid and/or CPR training.
• Bookkeeping skills and the ability to compute mathematical data accurately.
• Congenial telephone etiquette and experience operating a multi-line system.
• Multitasking ability and strong diplomacy skills.
• Proficient in office protocol and the use of information technology systems.
• Proficient in data entry, spelling, proofreading, and the correct use of grammar.
• Proficient in the use of office and management information software.

Responsibilities The following duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

Functions:

• Performs secretarial and administrative support duties. Takes the initiative to perform routine tasks independently. Organizes and maintains functional computer and hard copy filing systems that ensures the safe retention and efficient retrieval of office records.
• Upholds board policies and follows administrative procedures.
• Supports parent/community partnerships that enhance district programs.
• Maintains the confidentiality of privileged information.
• Answers the telephone. Directs calls based on the nature of the inquiry. Takes/delivers messages. Manages calls efficiently to keep telephone lines open.
• Maintains an office calendar. Schedules appointments as directed.
• Maintains a building-use calendar. Communicates scheduling information to building staff and the superintendent's office.
• Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person or office.
• Prepares message boards, displays, and bulletin boards as directed.
• Keeps current with program, policy, and procedure changes. Helps keep students, parents, and staff informed about relevant issues.
• Uses tact and problem-solving techniques to address customer service concerns.
• Refers inquiries requiring policy interpretation to administrative staff.
• Helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
• Verifies the accuracy of database information as directed.
• Updates student/parent and teacher handbooks.
• Helps coordinate school activities (e.g., open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in-service training, etc.).
• Collects and maintains staff and student medical emergency authorization forms.
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, schedules, student lists, etc.

Processes interim reports, report cards, and supplemental information.

Monitors bus communications. Conveys information as needed.

Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms. Prepares absentee list.

Calls parents or guardians when the school has not been notified about an absent student. Mails written notification when contact cannot be established.

Prepares daily attendance records. Keeps the principal and guidance staff informed about chronic absenteeism, tardiness, and truancy concerns.

Verifies student attendance information for report cards.

Notifies teachers about homework requests for absent students.

Monitors students sent to the office for illness or discipline reasons.

Administers medications and renders basic first aid when a school nurse is not available.

Composes and types routine correspondence, memos, notes, forms, etc.

Collects, compiles, edits, and types statistical data and reports as directed.

Uses photocopying and duplicating equipment to reproduce documents. Fixes minor equipment malfunctions and contacts vendors to schedule repairs as needed.

Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).

Processes mail and faxes (i.e., incoming, outgoing, and interoffice).

Types, duplicates, assembles, and processes routine and special mailings.

Helps gather information and types grant/foundation proposals as directed.

Assists with committee assignments and/or special projects as directed.

Prepares purchase orders as directed. Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.).

Monitors and reorders office supplies to maintain reliable service levels.

Maintains forms related to administrative procedures and program functions.

Keeps files and supplies properly stored to maintain an orderly office.

Periodically discards archived records as directed. Follows the records retention and disposal schedule adopted by the board.

Takes precautions to ensure safety. Watches for conduct that may indicate a problem. Works with staff to eliminate unacceptable behavior.

Reports suspected child abuse and/or neglect as required by law.

Keeps current with advances in office technology. Updates office procedures.

Places calls for maintenance and repair services as directed.

Cross-trains with other support staff as directed. Offers assistance when needed.

Participates in staff meetings and professional growth opportunities as directed.

Accepts personal responsibility for decisions and conduct.

Wears appropriate work attire and maintains a neat appearance.

Strives to develop rapport and serves as a positive role model for others.

Performs other specific job-related duties as directed.

Abilities The following characteristics and physical skills are important for the successful performance of assigned duties.

Required: Demonstrates professionalism and contributes to a positive work environment.

Performs prescribed activities efficiently with limited supervision.

Reacts productively to interruptions and changing conditions.

Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.

Completes paperwork accurately. Verifies and correctly enters data.

Maintains an acceptable attendance record and is punctual.

Supervisory Responsibility: Under the direction of the principal: plans work assignments, provides instructions, and monitors assigned staff. Promotes teamwork and helps staff as needed to successfully accomplish delegated duties.

Working Conditions: Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable.

• Duties may require lifting, carrying, and moving work-related supplies/equipment.
• Duties may require operating and/or riding in a vehicle.
• Duties may require traveling to meetings and work assignments.
• Duties may require performing repetitive tasks quickly.
• Duties may require working under time constraints to meet deadlines.
• Potential for exposure to blood-borne pathogens and communicable diseases.
• Potential for interaction with aggressive, disruptive, and/or unruly individuals.

Job performance is evaluated according to negotiated agreements and policy provisions adopted by the Tri-Valley Local School District Board of Education.