School Secretary, Middle School

School Secretary I - Middle School

Support the Principal of a small to medium-sized middle school in performing administrative tasks and coordinating office activities. Provide public relations and communication services for the Principal.

Distinguishing Characteristics:

School Secretary I - Middle School incumbents perform clerical and secretarial duties in a small to medium-sized school, while School Secretary II - Middle School incumbents handle similar duties in a larger middle school with more faculty and students.

Representative Duties:

• Coordinate office activities and communications with school events and timelines.
• Perform secretarial duties for the Principal, composing letters and memoranda as needed.
• Act as receptionist and contact source for staff, students, parents, and the public, providing public relations and communication services for the Principal.
• Provide information over the phone or in personal contacts, routing calls to appropriate personnel as necessary.
• Train and provide work direction to clerical personnel, students, and others as assigned.
• Type a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports, and statistical data.
• Process payroll, maintain accurate records, and assist substitute teachers and classified personnel.
• Perform problem-solving tasks in support of certificated, classified, and management personnel.
• Operate office machines such as typewriters, copiers, calculators, and computer equipment.
• Utilize a mimeograph machine for forms, certificates, passes, slips, and other items.
• Perform First Aid according to established guidelines and procedures.
• Perform related duties as assigned.

Knowledge and Abilities:

Knowledge Of:

• School office terminology, practices, and procedures.
• Modern office practices, procedures, and equipment.
• Financial and statistical record-keeping techniques.
• Receptionist and telephone techniques and etiquette.
• Letter and report writing skills.
• Health and safety regulations.
• 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.
• District organization, operations, policies, and objectives.
• First Aid practices.

Ability To:

• Perform office, secretarial, and clerical work to assist the Principal with various administrative tasks.
• L Learn, interpret, apply, and explain school and District policies, rules, and objectives.
• Understand and perform duties within scope of authority.
• Establish and implement revised office procedures as needed and according to established guidelines.
• Understand and interpret rules and written direction and apply to specific situations.
• Compose correspondence independently.
• Perform duties effectively with many demands on time and constant interruptions.
• Type at an acceptable rate of speed.
• Establish and maintain effective working relationships with others.
• Operate a variety of office machines including computer equipment.
• Meet schedules and time lines.
• Plan and organize work.
• Train and provide work direction to others.
• Maintain records and prepare reports.
• Work confidentially with discretion.
• Add, subtract, multiply, and divide quickly and accurately.
• Communicate effectively both orally and in writing.
• Understand and follow oral and written directions.
• Work independently with little direction.

Education and Experience:

A combination of high school diploma, G.E.D. Certificate, or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law, along with three years of varied and increasingly responsible clerical or secretarial experience is required.