2024-2025 Substitute Staff Support Secretary

CLASS TITLE:  STAFF SUPPORT SECRETARY

ESSENTIAL FUNCTION: 

      Perform a variety of responsible secretarial and clerical duties to assist a designated supervisor, including a Principal, Principal's secretary, Guidance Counselor or program supervisor; relieve supervisor of routine administrative details and general secretarial and clerical tasks.

BASIC REPRESENTATIVE DUTIES:

• Implement all rules and regulations, policies and administrative guidelines as adopted by the Board of Education and/or the school SBDM Council.

• Perform a variety of secretarial and clerical duties to assist a designated supervisor with routine administrative details and general clerical tasks; type, file and transcribe or compose letters, memoranda, documents, correspondence and bulletins as directed.

• Assist with office activities and communications related to assigned school or program activities; assure the compliance with District policies and time lines; take and relay messages and information.

• Type and prepare a variety of reports; maintain a variety of program, District, State records as required; requisition supplies, forms and maintenance work as needed, following established procedures.

• Prepare and maintain financial records and budgets; process or prepare budgetary documents, requisitions and other financial or purchasing documents.

• Greet visitors and answer phone calls; answer questions, provide information or direct individual to appropriate department or District employee; open, sort and distribute mail and other written communications.

• Schedule appointments and meetings with students, parents, teachers, vendors and the general public.

• Assist students with registration, orientation and student records; request records for new students and distribute records of withdrawn students to appropriate school.

• Perform research, compute and compile information and prepare statistical reports.

• Prepare and maintain records, reports, files and lists related to students, personnel, budgets, student records and attendance as required.

• Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data; proofread and edit materials.

• Coordinate schedules and meetings; serve as receptionist and a contact and reference source for staff, students, parents and the public.

• Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary.

• Operate a variety of office machines, including a microcomputer or computer terminal, typewriter, copiers and calculator.

• Perform related duties as assigned.

• Remain at work during the entire workday unless excused by immediate supervisor or designated representative.

• Maintain a professional appearance.

• Incorporate the use of technology in daily tasks.

• Maintain regular attendance.

• Adhere to the Professional Code of Ethics.

   

  KNOWLEDGE AND ABILITIES:

   

        KNOWLEDGE OF:

• Modern office practices, procedures and equipment.

• Receptionist and telephone techniques and etiquette.

• Research techniques, practices and procedures.

• Financial and statistical record-keeping techniques.

• 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.

• Operation of office machines including computer equipment.

   

        ABILITY TO:

• Perform a variety of secretarial and clerical duties to assist a Principal's secretary or Guidance Counselors with routine administrative details and general clerical tasks.

• Learn, interpret, apply and explain school and District policies, rules and objectives of assigned school or program.

• Understand and interpret rules and written directions and apply to specific situations.

• Compose correspondence independently.

• Perform duties effectively with many demands on time and constant interruptions.

ABILITY TO – Continued:

• Type at an acceptable rate of speed.

• Establish and maintain effective working relationships with others.

• Meet schedules and time lines.

• Maintain records and prepare reports, including financial records.

• Work confidentially with discretion.

• Communicate effectively both orally and in writing.

• Understand and follow oral and written directions.

• Work independently with little direction.

   

  EDUCATION AND EXPERIENCE:

   

              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 and two years of increasingly responsible and varied secretarial and clerical experience.

   

TERMS OF EMPLOYMENT:

Salary and work year to be established by the Board.

EVALUATION:  Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Classified Personnel.

Salary : $11