SECRETARY SCHOOL (ELEM) (4.0 hours/day)

Secretary - Elementary School

Purpose Statement

The job of Secretary - Elementary School is done for the purpose/s of providing administrative and secretarial support to assigned school site administrator(s); establishing and maintaining records; compiling and distributing a wide variety of materials and reports; and coordinating various activities.

Essential Functions

• Compiles data from a variety of sources (e.g. budgets, grades, progress reports, attendance records, calendars, meetings, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Composes documents (e.g. correspondence, bulletins, newsletters, etc.) for the purpose of documenting events, providing and/or requesting information.
• Coordinates a variety of programs and/or activities for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance to established guidelines.
• Ensures accuracy of attendance records, including verification for forgeries and truancies for the purpose of complying with state laws governing attendance accounting.
• Greets all incoming person(s) for the purpose of responding to their inquiries, directing their requests to appropriate personnel and locations and/or enforcing districts secure entry procedure.
• Maintains the school's Website for the purpose of providing up-to-date information to staff and public.
• Maintains inventories (e.g. office supplies, materials, equipment, etc.) for the purpose of ensuring availability of item(s).
• Maintains documents, files and records (manual and electronic) (e.g. letters, attendance records, administrative records, transcripts, testing data, office procedures, forms, attendance/confirmation reports, information packets, roster/listings, calendar, requisitions, etc.) for the purpose of providing up-to-date reference and audit trail for compliance.
• Monitors assigned department/program activities for the purpose of ensuring completion in compliance with established financial, legal and/or administrative requirements.
• Monitors placement of substitutes for the purpose of ensuring adequate temporary staffing.
• Orients new site personnel (substitutes and staff as required) regarding appropriate school and district practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.
• Participates in meetings, workshops, and seminars for the purpose of conveying and/or gathering information, developing knowledge required to perform job functions and meet district objectives.
• Performs record keeping and school specific secretarial functions for the purpose of supporting assigned administrator and/or site.
• Prepares written materials for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. mail, supplies, registrations, collections, work orders, forms, field trip forms, receipts, bank deposits, student database updates, requisitions, travel requests, etc.) for the purpose of disseminating information to appropriate parties for action.
• Responds to inquiries from a variety of internal and external parties for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Supports assigned administrative personnel for the purpose of providing assistance with their administrative functions.

Other Functions

• Administers first aid and prescription medications to students for the purpose of providing emergency or necessary care in accordance with district, state and federal requirements.
• Assists other personnel as may be required for the purpose of supporting them in the completion of their work activities.
• Performs other duties as assigned for the purpose of efficient and effective functioning of the school.

Job Requirements:  Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment using pertinent software applications; preparing and maintaining accurate records;  performing standard bookkeeping; and planning and managing projects.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.  Specific knowledge based competencies required to satisfactorily perform the functions of the job include: concepts of grammar and punctuation; office methods and practices; and accounting/bookkeeping principles.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: maintaining confidentiality; communicating with diverse groups; meeting deadlines and schedules; being flexible; working with frequent interruptions; working with detailed information/data; working as part of a team; adhere to district policies; regular attendance except when allowed leave.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling,  some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 40% sitting, 30% walking, and 30% standing.  This job is performed in a generally clean and healthy environment.

Experience      Job related experience is required.

Education        High school diploma or equivalent.

Equivalency   

FLSA Status                                             Approval Date                        Salary Range

Non Exempt                                                                                                 08

Salary : $16