Administrative Assistant (Secretary)

                                                         Position Description

POSITION TITLE:       Administrative Assistant (Secretary)

FLSA:                          Non-Exempt

QUALIFICATIONS:

• minimum of one year related experience and/or formal training dealing with personnel, office skills, computer operation, or public service type work preferred.

• Must have human relations and communications skills including telephone skills.

• Ability to perform supervision, including planning, executing, and completing assignments in a timely manner.

• Keep accurate and detailed records and honor student confidentiality and provide safekeeping of records.
• Working knowledge and the ability to operate a microcomputer, be proficient in word processing and database software.

REPORTS TO:     Building Principal

ESSENTIAL JOB FUNCTIONS:

1. Greet the public, faculty, and student body.

2. Answer telephone and take messages.
3. Help students in their requests or needs.
4. Assist faculty as requested for information asked or for information to be distributed.
5. Perform duties for the principal and assistant principal as requested.
6. General secretarial duties.
7. Assist a student in student withdrawal from school, (i.e. check out sheet, copy student records is applicable, pull student and place in drop file.
8. Work with other secretary in various office duties.
9. Assist the Athletic Director in typing or as requested. (High School only)
10. In the absence of the other secretary, call substitute teachers as needed. Also in her absence, check class permits against student absence and record absence.
11. Write class permits for students. (High School and Middle School)
12. Take care of input in computer of student absence, extra curricular activities for the entire student body.
13. Run weekly accreditation and entry, gain and loss reports for the superintendent.
14. Run all reports, such as accreditation, entry gain and loss, transportation, days present, days absent, and all class registers for site grades (the reports that are audited at the end of the school year and kept in the superintendent's office).
15. Assist counselors as requested.
16. Call students from class as requested.
17. Do the Daily Announcements for the student and faculty.
18. Prepare the ineligibility list each week and distribute to administrators and teachers. (High School and Middle School)
19. Keep record of student (names) of drops and gains and distribute to cafeteria supervisor weekly and others as needed.
20. Build teacher diskettes for the teachers to do their progress reports and report cards. When teachers have completed disk with information, put the disk back onto the drive to be printed.
21. Run set of report cards each period for the student and one set for the student's file.
22. Run set of progress reports each period for the student and one set for the student's file.
23. Send letters to student's parents, after teacher turns in that they have two (2) unexcused absences in a call. (High School and Middle School)
24. Help with rosters for teacher and various other information as needed from the student information program.
25. In the absence of the counselor, enroll a new student in class with the aid of the principal placing them in the subject or grade they need to be.  Assist in inputting all new student information into the computer.
26. Put up mail. This is done by either of the two secretaries.
27. Assist the Drivers' Ed Teacher in typing information to be sent to the State Department of Education. (High School only)
28. In the absence of the Librarian,, start the Channel One program each morning. (High School and Middle School)
29. Run student transcripts as needed.
30. Run student information cards for assistant principal, both secretaries, and one counselor. (Grades 9-12).
31. At the beginning of school, make a printout of every student's information sheet and update all information needed. (i.e. social security number, birthday, transfer information, school district information, transportation information, etc.). This is done until all information is correct and complete.

OTHER JOB FUNCTIONS:

1. Perform other duties and assume other responsibilities as may be required to accomplish essential job functions as directed by the appropriate administrator(s).
2. Promote a positive professional image.