SHMS School Secretary II

School Secretary II - Middle School
Classified Position - 7779

Job Type: Classified

Scope of Responsibilities:
Organize and coordinate office functions at a large middle school; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public;
Train and provide work direction to clerical personnel and others as assigned.

Distinguishing Characteristics:
Perform a variety of clerical and secretarial duties in a large middle school with a larger number of faculty, student body enrollment and educational programs;
Perform a variety of clerical and secretarial duties in a small to medium-sized school.

Representative Duties/Essential Functions:

1. Organize and coordinate office functions and activities related to the administration of diverse programs and operations at a large middle school;
2. Serve as secretary and provide administrative assistance to the Principal;
3. Organize budget and financial material to maintain accurate fiscal records;
4. Coordinate the Principal's office and perform public relations and communications services for the Principal;
5. Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate;
6. Train and provide work direction to clerical personnel, students and others as assigned;
7. Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data;
8. Collect and account for money collected in conjunction with student body funds, last lost or damaged books and other school activities;
9. Process the certificated and classified payroll including the completion and submission of time sheets to the supervisor and District Office;
10. Initiate office and general school supply purchase orders;
11. Perform a wide variety of problem-solving tasks in support of certified, classified and management personnel;
12. Operate a variety of office machines such as copiers, calculators and computer equipment;
13. Perform First Aid according to established guidelines and procedures;
14. Maintain regular and predictable attendance;
15. Adhere to the professional code of ethics;
16. Successfully utilize technology as appropriate in job function.

Knowledge and Abilities:
KNOWLEDGE OF:

• School office terminology, practices and procedures;
• Modern office practices, procedures and equipment;
• Financial and statistical record-keeping techniques;
• Receptionist and telephone techniques and etiquette;
• Letter and report writing skills;
• Health and safety regulations;
• Correct English usage, grammar, spelling, punctuation and vocabulary;
• Oral and written communication skills;
• Applicable sections of Kentucky Administrative Regulations and other applicable laws;
• Interpersonal skills using tact, patience and courtesy;
• District organization, operations, policies and objectives;
• First Aid practices.

ABILITY TO:

• Perform office, secretarial and clerical work to assist the Principal with a variety of administrative tasks;
• Learny interpret, apply and explain school and District policies, rules and objectives;
• Understand and perform duties within scope of authority;
• Establish and implement revised office procedures as needed and according to established guidelines;
• Understand and interpret rules and written direction and apply to specific situations;
• Compose correspondence independently;
• Perform duties effectively with many demands on time and constant interruptions;
• Type at an acceptable rate of speed;
• Establish and maintain effective working relationships with others;
• Operate a variety of office machines including computer equipment;
• Meet schedules and time lines;
• Plan and organize work;
• Train and provide work direction to others;
• Maintain records and prepare reports;
• Work confidentially with discretion;
• Add, subtract, multiply and divide quickly and accurately;
• Communicate effectively both orally and in writing;
• Understand and follow oral and written directions;
• Work independently with little direction.

Minimum Qualifications:

1. Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law. Must pass the Para Educator test in accordance with state regulations or have 48 accredited college hours;
2. Three years of varied and increasingly responsible clerical or secretarial experience.

Desirable Qualifications:

1. Knowledge/experience with student information system (for attendance secretary) or financial software (for financial secretary).