School Secretary

School Secretary

The School Secretary provides clerical support to the school principal and other school administrators. The Secretary performs a variety of clerical, secretarial, and general office assistance duties that involve the support of an office operation, program, or work group.

Work involves typing and processing correspondence, reports, forms, and other materials. This requires the use of a personal computer, typewriter (where applicable), and other office machines, as well as the application of judgment based on general knowledge of the operations of the school office. Additionally, the secretary is responsible for screening and routing materials according to the content of the communication and resolving questions and problems using established procedures, referring unusual situations to others for guidance. Inquiries may be in person, electronically, or by phone. Specific duties may vary based on the school level and allocation of duties among staff.

Essential duties and responsibilities include:

• Assisting the principal and the administrative team with maintaining records, including but not limited to student records, personnel records, meeting information, calendars, etc.
• Maintaining files of general records, data files, documents, correspondence, forms, reports, and other materials
• Posting information to departmental records according to standard procedures
• Providing First Aid/Medication Administration primary first responder and medication administrator. Maintaining documentation of all medications administered.
• Maintaining a daily teacher attendance log and the concomitant records for substitute teachers.
• Maintaining daily and monthly student attendance records
• Maintaining a log of visitors to the school as well as a record of the students' arrival and departure during the school day
• Maintaining stock supplies and ordering as needed and distributing stock to employees, as requested
• Answering phone calls and routing them to the proper person or department
• Answering questions regarding routine matters
• Performing routine clerical and office duties, including but not limited to typing, completing forms, permits, notices, and form letters
• Managing telephone message system (office hours, inclement weather, and other recorded messages)
• Maintaining the office meeting calendar and scheduling meetings held at the school
• Assisting school faculty and staff with requests, paperwork, correspondence, etc., as needed
• Submitting work orders for repairs and maintenance requests
• Operating copying machines, calculators, personal computers, facsimile machines, and other office equipment
• Maintaining, sorting, and distributing mail for the school
• Assisting personnel with the mailing and distribution of various documents and communications
• Supervising students who are waiting in the office to see administrative staff for various reasons
• Operating the intercom and call system and providing information via the school's public address system
• Performing a variety of minor administrative tasks to relieve a supervisor of office details
• Assisting the public at the front desk as needed (backup for receptionist or attendance secretary)
• Providing coverage for other office staff as needed
• Performing other duties as assigned by the Principal

Education, training, and experience:

High School Diploma supplemented by various courses in business, typing, data processing, and bookkeeping One (1) to two (2) years of experience in clerical work in a school setting Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities

Preferred qualifications:

Associate's Degree from an accredited institution in Secretarial Science, Business or related area

Five (5) years or more of related school experience

Bilingual Preferred

Knowledge, skills, and abilities:

Thorough knowledge of standard office practices, procedures, and equipment Thorough knowledge of the school system, routine, and procedures General knowledge of business English, spelling, and arithmetic Ability to establish and maintain effective working relationships with associates Ability to work under pressure Ability to organize and perform work independently Ability to type at a reasonable rate of speed, take and transcribe dictation (as necessary) Ability to prepare and maintain computerized records and systems Ability to meet the public courteously and effectively Ability to plan and supervise the work of others, if requested to do so

Certification and license requirements:

Must possess a valid driver's license issued by the NC Department of Motor Vehicles

Working conditions:

Physical demands: Work is considered light physical work requiring the exertion of up to 20 pounds of force. Work environment: Employees in this position are required to work in indoor and outdoor environments and come into direct contact with OCS staff, students, and the public.

Disclaimer: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.