Administrative Secretary PreK-5

JOB TITLE:                                               ADMINISTRATIVE SECRETARY PreK-5

DEPARTMENT:                                         School Office Administration

REPORTS TO:                                           Principal

FLSA STATUS/CLASSIFICATION:             Non-Exempt; Level 5

SUPERVISORY DUTIES:                           none

APPROVED ON:                                        2/14/2023

SUMMARY:  Performs office and administrative functions to ensure effective school communications; monitors staff attendance, processes facility use requests, transportation requests, time card distribution and collection, student records/files/enrollment and monitors assignment of substitute staff. 

ESSENTIAL DUTIES & RESPONSIBILITIES:

• Prepares all memos, letters, school-wide communications, or other documents as required for parents, students, teachers, staff or the District Office
• Resolves difficult situations by applying appropriate conflict resolution methods
• Follows district guidelines in disciplining students when Administrator is off campus
• Processes all employee absences and leave requests through the substitute program
• Maintains the discipline and after school detention tracking 
• Maintains all information relative to the school, facilities or personnel
• Collects all time cards, checks for accuracy and submits to the district office following authorization by the site administrator
• Submit all fundraising/event forms for District Office approval
• Approves employee’s time in Time Clock, makes corrections to Time Clock as needed 
• Collects all monies and ensures that fees are deposited in proper accounts where applicable
• Coordinates substitute teacher activities with the district office
• Receives incoming phone calls and greets and directs visitors to school locations
• Maintains calendars for the principal & facilities
• Coordinates all on campus activities for outside companies
• Ensures all outgoing U.S. mail is properly sorted and incoming mail is distributed to proper recipients
• Maintains Professional Development hours for the teachers 
• May process, administer and/or track discipline records, semester awards, professional development hours (teachers), progress reports, school website, yearly awards (4.0)/honor roll
• Completes Electronic Personnel Action Requests (EPAR) for new hires, stipends, overloads and terminations
• Orders all copy machine supplies and submits service call tickets
• Cross trains with other office staff; fills in when needed
• Maintains a schedule of requested field trip information
• Assists with updating campus website and Facebook as needed
• May assist in interviewing candidates and entering reference checks into applicant tracking system
• Other duties as assigned

KNOWLEDGE, SKILLS & ABILITIES:

• Ability to operate standard office equipment
• Ability to communicate effectively verbally and in writing
• Ability to do perform multiple clerical functions simultaneously
• Ability to do detailed mathematical computations
• Ability to maintain confidentiality
• Produce accurate work and complete assignments with minimal supervision.
• Ability to apply common sense understanding to solve practical problems and deal with a variety of situations.
• Ability to work cooperatively and courteously with staff, students, parents and community members.
• Knowledge of applicable Federal and State laws, district procedures and Board policies.
• Ability to handle confrontation and conflict without an emotional response.

QUALIFICATIONS & REQUIREMENTS: 

Education & Experience: 

• High School diploma or equivalent
• 2-3 years previous school office experience preferred
• Experience with various modern office equipment and systems
• Any equivalent combination of training, education and experience that meets minimum requirements
• Criminal justice/Fingerprint clearance

Computer Proficiency:  Demonstrated general proficiency in computer programs such as Microsoft Excel, Word and Google Suite.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is required to reach with hands and arms. The employee is frequently required to sit and occasionally stand and walk. The employee may be required to move ten pounds and could occasionally lift or move up to twenty-five pounds.   

WORK ENVIRONMENT:

Indoor office environment. This position regularly works indoors. The noise level in the work environment is generally quiet to moderate and may become excessively noisy at times. Will have contact with employees, external agencies and the public.

Disclaimer: The duties and responsibilities identified in this position description are illustrative only and are in no way intended to be a complete list of activities that may be required of an incumbent. The information contained in this job description is for compliance with the American Disabilities Act (ADA) and is not an exhaustive list of duties performed for this position.  Additional duties are performed by the individual currently holding this position and additional duties may be assigned.