Substitute Secretary (2024-25)

In the absence of the building secretary, a substitute secretary will meet the qualifications and perform the duties listed below.  

Minimum        

Qualifications:    

• High school diploma or GED. An acceptable score on a pre-employment test may be required.
• Post-secondary business school training or equivalent secretarial work experience is desirable.
• Meets all mandated health requirements.
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug-free workplace rules and board policies.
• Multitasking ability and strong diplomacy skills.
• Congenial telephone etiquette.
• Keeps current with technology and other workplace innovations that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.
• Accounting skills and the ability to consistently accurately compute and record mathematical data.
• Gives careful attention to details and effective customer-service.
• Assignment may require successful completion of basic first aid and/or CPR training.

Essential            

Functions:    

The following are typical work responsibilities.  A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

• Provides secretarial services. Organizes office activities.  Takes the initiative to perform routine tasks independently.  Maintains an orderly work area.
• Upholds board policies and follows administrative guidelines/procedures. Promotes a professional image of the school district.  
• Promotes effective communications and assistance. Uses problem-solving techniques to tactfully address questions/concerns.  Refers policy interpretation inquiries to administrative staff.
• Keeps informed about program and procedure changes. Greets and assists office visitors.  Answers and directs phone calls.  Takes messages.  Manages calls efficiently to keep lines open.
• Schedules appointments as directed. Prepares bulletin/message boards and displays as directed.  Keeps administrators/staff informed about scheduled events.
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.). Verifies the accuracy of database information as directed.
• Helps coordinate school activities (e.g., open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in-service training, etc.).
• Administers medications and renders basic first aid when a school nurse is not available.
• Monitors students sent to the office for illness or discipline reasons.
• Composes and types routine correspondence, memos, notes, forms, etc.
• Uses photocopy/duplicating equipment. Fixes minor malfunctions.  Contacts vendors as needed.
• Maintains office transaction records (e.g., receipts, contributions, etc.).
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
• Respects personal privacy. Maintains the confidentiality of privileged information.
• Keeps current with advances in office technology. Updates office procedures.
• Takes precautions to ensure safety. Watches for conduct and situations that may indicate a problem.  Works with supervisors to manage or eliminate risk factors.
• Reports suspected child abuse and/or neglect to civil authorities as required by law.
• Strives to develop rapport and serves as a positive role model for others.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Performs other specific job-related duties as directed.

Abilities             

Required:  

The following personal characteristics and skills are important for the successful performance of assigned duties.

• Demonstrates professionalism and contributes to a positive work environment.
• Acknowledges personal responsibility for decisions and conduct.
• Performs duties efficiently with limited supervision. Meets deadlines despite time constraints.
• Reacts productively to interruptions and changing conditions.
• Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
• Prepares accurate and timely paperwork. Verifies and correctly enters data.
• Maintains an acceptable attendance record and is punctual.

Working            

Conditions: 

To promote safety, employees are expected to exercise caution and comply with safety regulations and district policies/procedures when involved in the following situations/conditions.

• Balancing, bending, crouching, kneeling, reaching, and standing.
• Exposure to adverse weather conditions and temperature extremes.
• Exposure to blood-borne pathogens and communicable diseases.
• Interactions with aggressive, disruptive, and/or unruly individuals.
• Operating and/or riding in a vehicle.
• Performing repetitive tasks quickly.
• Lifting, carrying, and moving work-related supplies/equipment.
• Traveling to meetings and work assignments.
• Using a computer keyboard and monitor for prolonged periods.

2014-2015