High School Secretary

Come and join our team, Orlando Science Schools is hiring!

Orlando Science Schools are focused on providing a high-quality STEM education in an intellectually nurturing environment. To achieve this goal, we are seeking well-qualified and highly motivated professionals to join our dedicated team.

We encourage you to look at the opportunity at hand. We are pleased with the work we do and could not be thriving without our enthusiastic group of devoted people.

Your impact

Provide administrative support and clerical duties to teachers and school administrators. Additionally, serve as the face of the school, greet students and parents, and provide them with needed information.

To be successful, you will bring/have

· Bachelor’s degree in business administration or relevant field

. Minimum 1 year of experience as a school secretary or school receptionist.

· Minimum 3 years of experience in a related secretarial or office support role or a relevant position, preferably in a school environment.

· Well-versed in using standard office equipment, including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records and reports.

· Strong organizational skills with attention to detail and process with frequent interruptions and resetting priorities.

· Exhibit proper telephone etiquette, with appropriate voice tone.

· Proficient in using Microsoft Office.

· Knowledgeable in business telephone etiquette; and concepts of grammar and punctuation

· Excellent communication and interpersonal skills, including the ability to communicate with diverse groups, and speak with employees, students’ parents, and visitors.

· Excellent analytical and problem-solving abilities and skills.

· Able to work with minimal supervision and to stay calm in chaotic environments or situations.

· Able to connect and relate well with students, parents, teachers, and administrators, including the involvement of challenging and emotionally charged circumstances.

You will be responsible for:

Administrative support / Secretary function:

· Greet parents, visitors, and callers and respond to their inquiries or direct them to the appropriate individuals accordingly.

· Answer vet and route all incoming calls, provide information to callers, and accurately document messages for all staff, or transfer calls to appropriate parties.

· Serve as the first line of communication when parents call or visit a school

· Perform general clerical functions such as scheduling, copying, faxing, and mailings.

· Perform clerical tasks for teaching staff and school administrators.

· Administer first aid and prescription medications to students to provide emergency or necessary care.

· Prepare written materials such as correspondence, agendas, meeting minutes, bulletins, and reports.

· Replies to inquiries from a wide variety of internal customers i.e., students, employees, and volunteers, and external customers i.e., parents, visitors, and vendors

· Write, type, and circulate meeting notes, scheduled correspondence, or reports.

· Discover and connect appropriate files to incoming communication demanding replies.

· Receive, record, and distribute incoming mail or other materials and answer routine letters.

· Make copies of correspondence or other printed material.

Data entry function

· Collect data from a variety of sources including, but not limited to calendars, meetings, and attendance records to ensure compliance with administrative and legal requirements.

· Assist with the enrollment/withdrawal process as needed, by compiling and recording data.

· Enter, maintain, and retain data into databases.

· Maintain a range of computerized and manual records, files, and databases including, but not limited to information packets, rosters/listings, calendars, and outstanding supply orders to ensure the availability of reliable information and compliance

· Maintain, file, and recover school documents, records, and reports.

· Create and manage paper or electronic filing systems, record information, update paperwork or maintain documents, such as attendance records, correspondence, or other material.

Attendance record function:

· Serve as the school attendance clerk.

· Create and maintain computerized attendance sheets.

· Collect attendance records from teachers and parents regarding attendance issues such as illness or late arrival.

· Manage the records attendance database and related information, such as truancy and tardiness.

· Work with students and their parents to resolve any issues or validate excused absences from school.

· Give passes to tardy students or those who need to leave school during the day.

· Notify administrators, students, and parents regarding absence reports and possible disciplinary issues.

· Verify the information listed on doctors’ and parents’ notes.

· Employ appropriate software to retain and update student records according to the school’s applicable policies.

· Arrange conferences, meetings, or travel reservations for school personnel.

Meetings and conferences organizing function

· Attend meetings and record minutes as needed.

· Coordinate conferences, meetings, or unique events, plan and coordinate catering for luncheons, board, and other meetings.

· Prepare, and organize agendas, and maintain scheduling and event calendars.

· Prepare conference or event materials, such as leaflets or invites.

· Schedule and confirm appointments with parents.

Office Machine, equipment, and inventory keeping function

· Operate office equipment, such as printers, copiers, fax machines, or phone systems.

· To ensure a safe working environment and the availability of items when needed, shall maintain office equipment, tools, and work areas such as clean, load supplies, clear paper jams, and arrange for repairs when equipment glitches.

· Schedule maintenance of office equipment.

· Order and dispense supplies.

· Maintain the inventory of supplies and materials including, but not limited to stationery and office supplies.

· Use computers for different applications, such as database management or word processing.

· Learn to use new office technologies/equipment as they are developed and implemented.

Safety function:

· Ensure all visitors are properly screened.

· Assist with initiating and executing safety drills.

· Serve as ‘gate-keeper’ by checking in all students, visitors, and vendors, visiting the campus

Volunteer Management Function:

· Maintain and update the district system.

· Assist with registration and on-campus sign-in.

Health Assistant Job Function:

• Provide appropriate emergency care of illness or injury to students and staff in accordance with school district policy and procedure.
• Assists in the control of communicable diseases according to procedures.
• Administers oral, inhaled, and topical medications to students
• Injected medications may be given only in an emergency, on receiving new medication with the prescriber’s written order and parent’s permission and keep accurate records of medications brought to the Front Desk Office and record each administration of medication on the individual Student Medication Record.
• Maintain confidentiality of information learned regarding students and their families.
• Notify the Principal of serious incidents, significant health problems, referrals, and possible child abuse.
• Perform all other health-related work delegated or required to accomplish the objectives of the total school health program.

State reporting attendance function:

· Gather supporting documentation required for semesterly state audit periods.
· Comply with FTE attendance verification procedures.
· Run attendance reports.
· Collect teacher signatures.

Perform any other duties and responsibilities as assigned by the principal or their designee

Work Values:

· Be considerate of others' needs and feelings, understanding and supportive.

· Be open to criticism and stay calm and effective in high-stress situations.

· Be honest and ethical.

· Maintain composure, keep emotions in check, and avoid anger, and hostile behavior in the most challenging situations.

· Be open to change (positive or negative) and to significant variation in the workplace.

· Be friendly with others on the job and display a decent-natured, collaborative attitude.

· Be reliable, responsible, dependable, and fulfilling obligations.

· Facilitate positive transformation and human-to-human connection.

· Demonstrate self-Reflection and awareness.

· Display multicultural competency and adopt a multicultural worldview.

You can:

• Express and receive one's ideas and thoughts to other people using expressions, words, or actions.
• Communicate information and ideas in speaking so others will understand.
• Understand information and ideas presented through spoken words and sentences and listen to not only what has been said but how it was said and read between the lines.
• Communicate information and ideas in writing so others will understand.
• Speak clearly so others can understand you.
• Works independently and/or with others.
• Work with data of various kinds and analyze the same.
• Independent analysis of guidelines, processes, and procedures.
• Generate a variety of documents and reports.

You are knowledgeable of:

• Administrative — Knowledge of administrative and office procedures and systems such as word processing, managing files and records, stenography, and transcription, designing forms, and workplace terminology.
• English Language — Knowledge of the structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Customer and Personal Service — Knowledge of principles and processes for providing customer and personal services. This includes customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.
• Computers and Electronics — Knowledge of circuit boards, processors, chips, electronic equipment, and computer hardware and software, including applications and programming.

You are skilled at:

• Active Listening — Giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
• Speaking — Talking to others to convey information effectively.
• Service Orientation — Actively looking for ways to help people.
• Writing — Communicating effectively in writing as appropriate for the needs of the audience.
• Coordination — Adjusting actions concerning others' actions.
• Critical Thinking — Using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
• Social Perceptiveness — Being aware of others' reactions and understanding why they react as they do.
• Time Management — Managing one's own time and the time of others.
• Active Learning — Understanding the implications of new information for both current and future problem-solving and decision-making.

Orlando Science Schools is an Equal Employment Opportunity employer. We are committed to providing equal employment opportunities and employ all qualified persons without regard to race, color, religion, age, sex, national origin, disability, or any other classification protected by the federal, state, or local laws.

Job Description Disclaimer: The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time as necessitated by business demand.

Job Types: Full-time, Contract

Expected hours: 40 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Application Question(s):

• How soon can you start?
• What is your expected hourly rate?

Experience:

• school secretary: 1 year (Preferred)
• Customer service: 3 years (Required)

Work Location: In person