Substitute Secretary

MASSILLON CITY SCHOOLS

EXTERNAL JOB POSTING

“We are an Equal Opportunity Employer”

Position:  Substitute Secretary

Building:  Any District Building

Time Schedule:  Per building time schedule

Rate of pay:  $11.00/hr.

Reports to:  Building Principal/Designee

Deadline:  Until filled

JOB DESCRIPTION

ESSENTIAL FUNCTIONS

• Ensure safety of students
• Maintain guest/staff sign in/out sheet
• Open main office at beginning of each workday
• Answer phone & greet visitors & direct calls & assist visitors accordingly
• Greet visitors and implement Raptor System
• Maintain late/early student lists
• Complete all necessary paperwork for government agencies
• Clerical duties as requested by the Principal/Assistant Principal(s)
• Operate & assist with supervision of maintenance, repair and supplies for copy machines, postage machine, fax machine, computers and other office equipment – as requested by supervisor
• Perform duties of receptionist by answering telephone, taking messages, greeting visitors, and overseeing operation of the main office
• Ability to operate all office equipment
• Assist in the maintenance of the uniform filing system for all information and other pertinent data

OTHER DUTIES AND RESPONSIBILITIES

• Assist in the sorting and processing of incoming and outgoing mail, if necessary
• Assist in the supervision and training the main office student aides, if necessary
• Complete all necessary paperwork for government agencies
• Clerical duties as requested by the Principal/Assistant Principal(s)
• Assist in preparing correspondence(s) and other typing duties as may be directed by the Assistant Principal to include letters, newsletters to parents, student handbooks, staff handbooks, requisitions, bus requests, work orders, school programs, office forms, monthly calendars, teacher evaluations, staff directories, verification letters, if necessary
• Enter student discipline entry in computer and copy, mail and filing of disciplinary paperwork, if necessary
• Prepare discipline hearing packets as requested by Principal/Assistant Principal/Designee
• Assist with maintaining accurate student cum. folders
• Provide assistance in transcripts and employment verifications for former students, if necessary
• Aid in the everyday operation of the office, answer phones, and respond to all parent/community inquiries, if necessary
• Perform other various tasks as assigned by the Principal/Assistant Principal/Designee
• Prepare both statistical and routine reports, memoranda, bulletins, etc.
• Work on budgets with Principal/Assistant Principal/Designee
• Handle routine correspondence independently
• Input information into and retrieve from computer
• Instruct new employees in office procedures and duties
• Assist principal and guidance counselor in preparation for orientations, staff meetings and recognition of student award ceremonies.
• Make contact with public with tact and diplomacy
• Interact in a positive manner with staff, students and parents
• Promote good public relations by personal appearance, attitude and conversation
• Attend meetings and in-services as required
• Any other duties assigned by the Principal/Asst. Principal/Designee

QUALIFICATIONS

• Must have high school diploma or General Education Diploma (GED) – proof required
• Passage of the civil service test
• Successfully completion of a background check

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

• Maintain respect at all times for confidential records relating to students and staff.  These include but are not limited to:  Confidential records, custodial papers, IEP’s, birth certificates, grades, medications, health records, court documents, papers, and written communication
• Work in a collaborative manner with other office personnel, students, staff and administrators
• Interact in a positive and professional manner with staff, students, and parents
• Promote good public relations by personal appearance, attitude and conversation
• Train, supervise and evaluate student worker performance
• Operate office equipment
• Work in Microsoft Office
• Ability to email and open electronic attachments
• Attend meetings, in-services, & training sessions as needed
• Communicate ideas effectively both orally and in writing
• Effective, active listening skills
• Organizational and problem solving skills
• Handle multiple tasks in a timely and simultaneous manner
• Knowledge of Washington High School and Massillon City Schools policies and guidelines

EQUIPMENT OPERATED

• Fax machine
• Computer/printer
• Calculator
• Copier
• Typewriter
• Laminator
• Postage machine
• Telephone
• Paper Shredder
• Hand Held Radio

ADDITIONAL WORKING CONDITIONS

• Exposure to blood, bodily fluids, tissues and contagious diseases
• Interactions among unruly children
• Repetitive hand motion, e.g., computer keyboard, typing
• Interruption of duties by students, visitors, staff and/or telephone
• Requirement to work overtime
• Exposure to loud noises
• Requirement to travel

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent.  The incumbent will be required to follow the instructions and perform the duties required by the incumbent’s supervisor, appointing authority.

Salary : $11