Records Secretary

Records Secretary

Performs a variety of clerical and secretarial duties for the efficient and effective operation of office functions. Coordinate office and other activities for the betterment of students, instructional staff, support staff, as well as parents and members of the community.

Qualifications:

• High school diploma or general education degree (GED)
• One to two years of related experience
• Such alternatives to the above qualifications as the Supervisor and/or Board of Education may find appropriate

Required Knowledge, Skills, and Abilities:

• Ability to work effectively and positively with others
• Ability to communicate ideas and directives clearly and effectively, both orally and in writing
• Effective active listening skills
• Organizational, time management, and problem-solving skills
• Ability to generate correspondence and work independently
• Ability to operate office equipment, e.g., copier, fax
• Computer skills
• Multitasking skills
• Ability to utilize appropriate computer software and programs
• Knowledge of modern office practices, procedures, and equipment
• Ability to prioritize and complete job assignments
• Ability to communicate with all types of people
• Understand and perform duties within the scope of authority
• Proper telephone techniques and etiquette
• Such alternatives to the above require the knowledge, skills, and abilities that the Supervisor and/or Board of Education may find appropriate.

Essential Functions:

• Assist in the coordination and implementation of security measures to ensure the safety of students, staff, and school community members
• Receive, screen, route, or reply to all mail and email communications as appropriate
• Receive and screen phone calls and visitors to the office as necessary
• Provide information, direct phone calls, and visitors to the proper place/person in the school/district
• Assist in recording student attendance and daily attendance reports as appropriate
• Enroll, register, and withdraw students as appropriate
• Schedule appointments and maintain calendars for meetings, conferences, and building/program use
• Coordinate a variety of office functions and communications; prepare and accurately maintain a variety of reports, records, and files related to students, staff, operations, and activities.
• Prepare transcript requests, including those for withdrawn students as appropriate
• Maintain records for visitors to the building and student check-ins and check-outs as appropriate
• Administer first aid and assist with the school health clinic as needed as appropriate
• Contact parents/emergency contacts when needed and appropriate
• Prepare both statistical and routine reports, memoranda, bulletins, etc. as appropriate
• Maintain and account for requisitions and purchase orders as appropriate
• Coordinate maintenance, repair, and supplies for copy machine, fax machine and other office equipment as appropriate
• Distribute and collect staff leave forms and process time sheets for the building as appropriate
• Contact parents of students who have not reported to school by the designated time as appropriate
• Use EMIS for registration, etc. as appropriate
• Assist with building the purchase order process, including requisitions, supply and inventory as appropriate
• Maintain student EMIS information, e.g., change of address, phone number, guardian, medical history, etc. in the student management system and learning management system as appropriate
• Make contacts with the public with tact and diplomacy
• Maintain respect at all times for confidential information
• Interact in a positive manner with staff, students, and parents
• Attend meetings and in-services as required
• Promote good public relations and customer service
• Such alternatives to the above essential functions as the Supervisor and/or Board of Education may find appropriate.

Other Duties and Responsibilities:

• Respond to routine questions and requests in an appropriate manner
• Prepare supply, material, and equipment requisitions
• Coordinates building testing programs as requested by the building supervisor
• Assist with student scheduling
• Issue appropriate passes to students
• AESOP assistance as requested by the supervisor
• Student handbook assistance as appropriate
• Prepare academic progress reports
• Order and distribute departmental and individual classroom supplies, teacher and student handbooks
• Perform other duties as assigned by the building administrator or the Superintendent

Equipment Operated:

• Copy machine
• Calculator
• Computer/printer
• Fax machine
• Telephone/cellular phone
• Postage machine
• Other office equipment as needed

Additional Working Conditions:

• Exposure to blood, bodily fluids, and tissue
• Exposure to loud noises
• Interactions with unruly children
• Repetitive hand motion, e.g., computer keyboard, typing
• Interruption of duties by students, visitors, staff and/or telephoning
• Frequently move and position self as necessary to access and operate equipment
• Frequently move around the workspace and travel throughout the school building
• Employee shall remain free of any alcohol or non-prescribed controlled substance, use in the workplace throughout his/her employment with the District.

The Upper Arlington City School District Board of Education does not discriminate on the basis of race, color, national origin, sex, including sexual orientation and transgender identity, disability, age, religion, military status, ancestry genetic information, or any other legally protected category, in its program and activities, including employment opportunities. This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent's supervisor and/or appointing authority.