Secretary, School Office

Job Title: Secretary, School Office

Building/Department: Park Elementary

Reports to: Building Principal

Summary:

Under general supervision, this position provides administrative support to the assigned school office, ensuring the effective and efficient operation of various functions within the school. This role encompasses responsibilities related to attendance, discipline, guidance, and general office tasks, ensuring efficient operation and effective interaction with students, parents, and staff.

Education and Experience:

• High school diploma with two or more years of office experience or certification of business school training.
• Working knowledge of basic office procedures, the operation of common office equipment, and word processing.
• Ability to maintain effective public relations with parents, teachers, pupils, and the public.
• Associate’s degree or higher in Business/Office Administration preferred.
• Five years of prior work experience in a related field preferred.
• High degree of proficiency in office procedures, typing, and machines.
• Two years of accounting or bookkeeping experience is preferred.
• Knowledge and practical experience with computer skills, including Google Suite & PowerSchool.
• Ability to work independently and make decisions in accordance with established policies and regulations.
• Familiarity with networks and data backup procedures.

Principal Duties and Responsibilities:

(These duties and responsibilities are judged to be "essential functions" in terms of the Americans with Disabilities Act or ADA)

• Type memos, correspondence, bulletins, fliers, statistical and financial reports, newsletters, attendance/absentee letters, and other materials as needed.
• Handle all incoming phone calls, record and distribute messages as appropriate.
• Maintain reports, including verification of student attendance, recording daily dismissal/early dismissal notification, coordination of bus assignments with the Bus Garage, and updating class lists.
• Handle money and issue receipts for cash received as needed.
• Make deposits to school bank accounts on a timely basis.
• Maintain a regular filing system for all generated reports, correspondence, etc.
• Be responsible for mail distribution and post office runs as needed.
• Process all purchase orders; forward them to the Business Office.
• Prepare state and district reports accurately.
• Order and check in all school supplies.
• Maintain appropriate office supplies, paper, equipment, textbooks, etc. to ensure the building runs smoothly.
• Maintain office equipment, schedule service calls.
• Maintain confidentiality of the Principal and staff with unquestionable integrity.
• Maintain the school master calendar and school web/social media page.
• Prepare daily/weekly bulletins.
• Prepare, organize, and submit all time sheets.
• Greet the public, assist, and identify all individuals entering the building.
• Maintain and update student information on PowerSchool.
• Register or assist in registering all new students.
• Request or transfer student records to or from other districts.
• Maintain student records accurately according to district policy.
• Help students with any issues or concerns presented to the office.
• Generate and update teacher class lists, student progress reports, mid-term reports, etc.
• Track student attendance via reports from teachers and PowerSchool.
• Provide pre-authorized student medications; treat minor injuries, etc.
• Notify parents of student illness, injury, and/or head lice.
• Backup all office personnel in their absence, or when requested.
• Perform other all other duties as assigned
• Maintain a consistent and reliable on-site work schedule.

Supervisory Responsibilities:

None.

Qualification Requirements:

To perform the job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• List the required skills and experience necessary to perform the essential job functions.
• Language Skills: Excellent verbal and written communication skills. Ability to read and comprehend instructions, correspondence, and memos. Proficiency in writing correspondence and effectively presenting information in one-on-one and small group situations to parents, students, and other staff members. Strong proofreading skills to ensure accuracy in all written communications.
• Mathematical Skills: Basic arithmetic skills, including addition, subtraction, multiplication, and division. Ability to perform basic bookkeeping tasks, such as handling cash, issuing receipts, and making deposits. Proficiency in creating and interpreting basic financial reports and statistical data. Comfortable with using spreadsheets and other tools for tracking expenses and budgets.
• Reasoning Ability: Strong problem-solving skills, with the ability to identify and resolve issues efficiently. Ability to interpret and apply common sense understanding to carry out detailed written or oral instructions. Capacity to deal with problems involving a few concrete variables in standardized situations. Ability to prioritize tasks and manage time effectively in a fast-paced environment

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is continuously required to sit, walk, stand, and reach with hands and arms; occasionally lift and carry up to 30 pounds. Specific vision abilities required by this job include close vision, very good depth perception, and the ability to communicate through speech. The position requires a moderate amount of physical activity.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Traditional school environment. While performing the duties of this job, the employee regularly meets deadlines amidst a fast-paced environment with severe time constraints.

FLSA Status:

This is a Non-Exempt FLSA position. Non-Exempt employees are eligible for overtime pay under the Fair Labor Standards Act.

Reasonable Accommodations:

Three Rivers Community Schools is committed to providing reasonable accommodations to qualified applicants with disabilities. To request an accommodation during the application process, please contact the Human Resources Office at 269-273-1104.

Equal Employment Opportunity (EEO) Statement:

Three Rivers Community Schools is an equal opportunity employer. It is the policy of Three Rivers Community Schools that no person shall, on the basis of race, color, national origin, sex (including sexual orientation and gender identity), disability, age, religion, height, weight, marital or family status, military status, ancestry, genetic information, or any other legally protected category, (collectively, "Protected Classes"), be excluded from participation in, be denied benefits of, or be subjected to discrimination during any program, activity, in hiring or in employment.

Additional Information:

• Compensation and Benefits: Competitive salary and benefits package.
• Schedule: 205 days per year, generally following the TRCS Academic Calendar. Includes non-working days during winter, spring, and summer breaks, as well as designated holidays.
• Application: Open until filled. Internal and external candidates are welcome.

How to Apply:

• Submit application, resume, and relevant credentials through the school district's online portal:https://trschools.tedk12.com/hire/index.aspx