School Secretary II - Guidance Registrar (7.5 hrs/day; 210 days/year)

CLASSIFICATION: SCHOOL SECRETARY II

QUALIFICATIONS

1. High school diploma, G.E.D. certificate, or satisfactory progress toward G.E.D.

2. Three years of increasingly responsible office or secretarial experience involving public contact and record-keeping experience.

3. Must meet the requirements of a criminal record check as specified by Kentucky state law.

4. Must meet health requirements as specified in district personnel policy.

REPORTS TO:

District Supervisor and/or his/her designee.

JOB GOAL:

To perform a wide variety of clerical and secretarial duties in a small to medium-sized school and to coordinate school office activities and assist the principal in routine administrative tasks; perform public relations and communication services for the principal.

CRITICAL SKILLS/EXPERTISE REQUIRED:

KNOWLEDGE OF:

1. School office terminology, practices and procedures.

2. Modern office practices, procedures and equipment.

3. Financial and statistical record-keeping techniques.

4. Health and safety regulations.

5. Correct English usage, grammar, spelling, punctuation and vocabulary.

6. District organization, operations, policies and objective.

7. Oral and written communication skills.

8. Interpersonal skills using tact, patience and courtesy.

9. Telephone techniques and etiquette.

10. Budget preparation and control.

11. Operation of standard office machines.

12. Applicable sections of the Kentucky Administrative Regulations and other applicable laws.

13. Letter and report writing skills.






ESSENTIAL JOB FUNCTIONS:

ABILITY TO:

1. Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative matters.

2. Perform public relations and communications services for the principal.

3. Maintain accurate financial and statistical records.

4. Add, subtract, multiply and divide quickly and accurately.

5. Understand and follow oral and written directions.

6. Compose correspondence independently.

7. Type at an acceptable rate of speed.

8. Complete work with many interruptions.

9. Work independently with little direction.

10. Establish and maintain cooperative and effective working relationships with others.

11. Learn, interpret, apply and explain rules, regulations, policies and procedures.

12. Operate a variety of office machines including typewriter, calculator and copies.

13. Maintain good public relations with students, parents, teachers and the public.

14. Meet schedules and time lines.

15. Plan and organize work.

16. Train and provide work direction to others.

17. Compile and maintain accurate records, verify data and prepare reports.

18. Work confidentially with discretion.

19. Communicate effectively both orally and in writing.

PERFORMANCE RESPONSIBILITIES:

1. Organize and coordinate a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a small to medium-sized high school.

2. Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences.

3. Coordinate and facilitate communication between district and site personnel, parents, students, school and community organizations and the general public.

4. Communicate with a variety of site and district personnel and administrators to coordinate school operations and maintenance, resolve conflicts and issues and exchange information as appropriate.

5. Perform secretarial duties for the principal, assisting with routine administrative matters as appropriate; independently compose letter, memoranda and other materials.

6. Assist the principal in the preparation and maintenance of financial, statistical and narrative reports; research, compile and organize information.

7. Prepare forms and assist the principal in preparing and monitoring budget.

8. Process purchase orders.

9. Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, reports and evaluations.

10. Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, payroll, equipment and student activities; prepare and maintain related records, files and logs.

11. Collect and account for monies collected in conjunction with school activities; secure monies and process according to established procedures.

12. Operate a variety of business and office machines including typewriter, copiers, calculator, computer, copier and communication equipment.

13. Order a wide variety of equipment, materials, supplies and special items requested by faculty; assure receipt and proper distribution.

14. Answer phones and greet visitors; take and relay messages; provide information to students, parents, faculty and site personnel.

15. Demonstrates loyalty and dedication to the purposes and goals of the Daviess County Public Schools.

16. Performs related duties as may be assigned.

It is the policy of the Daviess County Board of Education that no person in this district shall, on the basis of race, color, creed, religion, sex, age, marital status, national origin or disability, be denied the benefits of, or be subject to discrimination in any educational program or activity. This includes employment, retention and promotion.