High School Building Secretary

POSITION TITLE

SECRETARY / BUILDING

JOHN F. HODGE HIGH SCHOOL

REPORTS TO:  HIGH SCHOOL PRINCIPAL

QUALIFICATIONS

1. At least a high school diploma with emphasis on business training
2. Typing, computer knowledge, good communication, and public relations skills
3. Must also be able to maintain accurate records and files; must be able to maintain confidentiality; must be able to work independently and use sound judgment; must be able to work with consistent interruptions and should have a great deal of patience and enjoy children.
4. Equipment used:  computer, calculator, photocopier, and intercom.

COORDINATES WORK WITH

Teachers, parents, students, office aides, general public, vendor, Board of Education, various school district personnel, substitutes

PERFORMANCE OBJECTIVES

1. Answer the office telephone and respond courteously and appropriately to requests for information.
2. Greet all visitors courteously, determine their need, check appointments, and direct or escort them to the proper person.
3. Type a variety of material from rough drafts or corrected copy
4. Obtain and organize pertinent administrative data as needed.
5. Maintain a regular filing system
6. Perform any bookkeeping and record-keeping tasks associated with the specific position.
7. Open office at 7:00 a.m., close office at 3:30 p.m.
8. Supervise student office aides
9. Approve notes for students to leave school in a different manner than is usual.
10. Assist attendance/secretary attendance 
11. Perform other duties assigned by the activities director and/or principal.
12. Receive phone calls and ensure that messages are delivered to students and staff
13. Perform a variety of secretarial duties, including typing, answering the phone, filing, photocopying, bank deposits, etc.
14. Type individual letters/notes/messages to parents from the principal’s office.
15. Maintain staff attendance records and submit absentee reports to the office of the superintendent
16. Maintain records of financial transactions of the building including payment of all invoices, make all activity and lunch deposits, follow through on procedures for restitution of bad checks
17. Complete forms and reports and forward to the proper office as requested
18. Assist principal in preparing budget information, typing purchase orders, ordering supplies, checking in supplies and distributing supplies to teachers.
19. Order supplies for the commencement ceremony
20. Assist in preparing for the academic achievement program
21. Assist in preparing for the opening of school by assembling packets of information including student handbook, teacher handbook, budget information, etc.
22. Prepare complete office inventory; maintain school/office inventories
23. Copy material in the principal's office when needed; contact persons to repair machines as needed; notify the principal before repairs are made if they are not covered under the service contract.
24. Collect student fees for grades 9-12; compile the end of school fine list.
25. Coordinate ordering of caps and gowns, etc., for graduation.  Schedule photographer and collect fees for graduation.
26. Prepare cash boxes for activities and athletic events; make daily deposits; reconcile district and activity accounts; pay monthly activity bills.
27. Prepare and distribute the daily bulletin
28. Update curriculum guides, course description booklets, and other policy as necessary.
29. Coordinate spring honors and senior awards programs
30. Work closely with the secretary/building to ensure the office runs smoothly
31. Maintain school-reach program
32. Maintain discipline for 11-12th grade students
33. Prepare student and faculty handbook
34. Assist with registering students
35. Comply with federal, state, local, and Board of Education policies and regulations.
36. Other duties as assigned by the principal(s).

TERMS OF EMPLOYMENT

Employment is on an annual basis. This is an at will position. The Building Principal makes employment recommendations in April of each year for the next fiscal year.  The final decision is made by the Board of Education.  Salary is based on the Classified Salary Schedule adopted annually by the Board of Education.

EVALUATION

An annual evaluation is conducted by the Building Principal using the evaluation method adopted by the Board of Education.