School Secretary

GENERAL DESCRIPTION OF DUTIES

The position is responsible for serving as clerical support. This position performs a wide variety of secretarial and office supervision tasks, including maintaining financial and/or other records related to the program or school activity. This position performs work under the general supervision of a supervisor or school principal.

SPECIFIC DUTIES AND RESPONSIBILITIES

Essential Job Functions

The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. It is not necessarily descriptive of any one position in the class. The omission of an essential function does not preclude management from assigning duties not listed herein if such functions are a logical assignment to the position.

• Generates correspondence, memos, agendas, reports, forms, manuals, and other relevant materials appropriate to the assigned department.
• Provides administrative assistance to various personnel and faculty, students, parents, and vendors as needed.
• Maintains and verifies the accuracy of various departmental reports and databases; files various documents and records as instructed by departmental guidelines; retrieves files upon request; files correspondence, reports, records, and materials according to appropriate departmental guidelines; disseminates information as necessary.
• Receives telephone inquiries, ascertaining the nature of the call, screens, and directs to the appropriate department; greets and directs visitors, as and when appropriate.
• Receives, sorts, delivers, and submits daily internal and external mail; prepares and mails acknowledgments or letters in response to routine inquiries in accordance with departmental policies and procedures.
• Assists with special projects and research information as directed.
• photocopy, sort, and/or staple documents, as requested; may type labels, envelopes, and/or routine forms; may open, sort, date, stamp, and distribute incoming/outgoing mail; may sort documents and stuff envelopes for mass mailings as directed.
• Communicates with other departments and public agencies for the dissemination of information.
• Prepares and maintains fiscal records and reports, e.g., receiving, receipting, recording, disbursing, depositing, and accounting for school funds.
• Prepares invoices for payment, and checks for purchases made by school organizations; prepares and distributes monthly receipts and expenditure reports.
• Performs related duties as assigned

MINIMUM QUALIFICATIONS

Knowledge / Skills / Abilities:

• Ability to understand and follow written and oral instructions.
• Ability to perform basic computer operations, i.e., data entry, word processing, and records retrieval.
• Ability to type 45 words per minute.
• Ability to access, operate, and maintain various software applications; ability to read, update, and maintain various records and files.
• Thorough knowledge of business English and spelling; ability to perform basic math.
• Ability to communicate information both verbally and in writing.
• Ability to prepare routine documents and compose business letters and memoranda.
• Ability to operate basic office equipment, e.g., computer terminals, printers, copy machines, telephone systems.
• Ability to establish and maintain effective working relationships with departmental personnel, supervisors, and the general public.
• Ability to work independently to carry out assignments to completion.
• Ability to perform duties with a professional and cooperative work ethic; ability to maintain confidentiality.
• Ability to climb, reach, bend, stoop, kneel, sit, and stand for long periods; walk; lift up to 15 pounds.
• Ability to work flexible hours necessary for the efficient operation of the department.
• Ability to operate two-way radio communications and switchboard equipment.
• Knowledge of basic School District work policies and guidelines; knowledge of departmental practices and procedures.

Education / Certifications / Experience:
High school diploma or GED; supplemented by a demonstrated ability to perform general
administrative support functions to include basic knowledge of office equipment and standard office procedures, and three (3) to four (4) years of related work experience; or an equivalent combination of education, training, and experience.

WORKING CONDITIONS AND PHYSICAL REQUIREMENTS

Must have the ability to sit and stand for extended periods of time; exhibit manual dexterity to dial a telephone, to enter data into a computer; to see and read a computer screen and printed material with or without vision aids; hear and understand speech at normal classroom levels, outdoors and on the telephone; speak in audible tones so that others may understand clearly in normal classrooms, outdoors and on the telephone; physical agility to lift up to 25 pounds; and to bend, stoop, climb stairs, and reach overhead.