SB-1 School Secretary

Job Description Code: 10H.010

Division/Department: Clerical

Pay Grade: SB-1

Pay Type: Salaried; Non-Exempt

Retirement: TRS

Contract Work Year: 200 Days/40 Hour Week

Reports To: Principal/Designee

Evaluation Instrument: PEI

MINIMUM QUALIFICATIONS

Standard high school diploma or satisfactory completion of a General Education Development (GED) Testing Program; business or technical training preferred. Must possess general office and organizational skills; computer literacy; typing skills; strong customer service skills.

GOALS

To assist in establishing and maintaining smooth and efficient general office procedures, filing and recordkeeping systems, and written and oral communications for the office.

REPRESENTATIVE DUTIES & RESPONSIBILITIES

• Provide daily administrative support by performing a variety of secretarial/clerical functions.
• Effectively communicate with supervisor to ensure that attention is given to pertinent matters.
• Follow instructions and operate within the limits of standard practices and procedures.
• Assist in maintaining efficient office operations by providing clerical relief as needed.
• Interact effectively with the public, staff members, students, teachers, parents and administrators.
• Competency in the use of technology based resources including computers, faxes, printers, productivity software, such as Internet use, word processers, spreadsheets, email, as well as understanding the concepts of data management and system security.
• Maintains a system to handle pending items of business to ensure accurate completion and follow through on assignments.
• Assist in the operation and maintenance of all office machines and equipment to promote efficiency.
• Compose correspondence, memos, reports, budgets, handbooks and other materials as needed.
• Record, route or distribute written and oral correspondence to appropriate personnel.
• Schedule parent conferences and other meetings as requested.
• Maintain data, statistics and other information with regard to employees and students as required.
• Document and process employee and student attendance records as required.
• Assist with the student registration, prepare cumulative folders and send request for records for new students.
• Inventory and requests office supplies and materials necessary for daily operations.
• Places orders for the procurement of needed materials and equipment as directed.
• Possess and maintain valid and appropriate license, certificate and/or credential as may be required for this position.
• Follow work scheduling and attendance requirements in a regular, predictable and punctual manner.
• Participate in training programs to improve skills and proficiency related to the assignment.
• Review current developments, literature and technical source information related to job responsibility.
• Ensure adherence to good safety procedures.
• Follow federal and state laws, as well as State and local Board policies including those related to the confidentiality of student and personnel records, standardized test material and other information.
• Perform other duties as assigned.

IMPORTANT NOTES

ESSENTIAL DUTIES

Job descriptions are designed and intended only to summarize the essential duties, responsibilities, qualifications, and requirements for the purpose of clarifying the general nature and scope of a position’s role as part of the overall organization. Job descriptions do not list all tasks an employee might be expected to perform, and they do not limit the right of the employer/supervisor to assign additional tasks or otherwise to modify duties to be performed – even if seemingly unrelated to the basic job. Every employee has a duty to perform all assigned tasks. (An employee who is assigned a duty or task believed to be unlawful should report the assignment to the Chief Human Resources Officer.) It should also be noted the order of duties/ responsibilities as listed in the job description is not designed or intended to rank the duties in any order of importance relative to each other.

MINIMUM REQUIREMENTS

In filling a vacant position, preferred or required credentials regarding education, training, experience, and other bona fide occupational qualifications may be established. The credentials shown in this job description may be interpreted only as the minimum criteria existing at the time the description was developed. Other bona fide occupational qualifications and criteria may be utilized as needed in the selection process.

Fringe Benefits

FICA is paid by the employee and matched by the School District. Temporary workers do not qualify for employee benefits.

Adopted: April 20, 2000

Revised: March 2005, July 2008, May 2011, July 2012, February 2017, July 2023, July 2024