Anticipated Elementary School Secretary

Job Objective: Performs secretarial duties that support effective office services. NOTE: Skill sets and autonomy vary by position. Classification, contract duration, wage rate, work schedule, benefits eligibility, etc., are determined by FLSA status and the collective bargaining agreement.

Minimum Qualifications:

• High school diploma or GED. Secretarial skills verified by training and work experience.
• Ability to identify errors in spelling, punctuation, grammar, and number usage.
• Advanced office-related technology skills deemed essential at the time of hire.
• Consistently performs math calculations accurately.
• Displays flexibility, reliability, self-discipline and a willingness to take on challenging tasks.
• Embodies high ethical standards/integrity. Accepts responsibility for personal decisions/conduct.
• Maintains a record free of criminal violations that would prohibit public school employment.
• Speaks clearly using correct grammar.

Essential Functions:

1. Performs secretarial and ancillary duties that facilitate the timely attainment of district objectives. Keeps informed about program and procedure changes.

• Collects and organizes information. Confirms data to prevent entry errors. Prepares documents using database, presentation, spreadsheets and word processing software.
• Maintains an effective records management system. Files and retrieves information.
• Completes assigned tasks within required time-frames.
• Collaboratively develops effective solutions for work-related problems.
• Greets office visitors. Assists with inquiries or directs questions to appropriate staff.
• Answers the telephone. Directs calls to the proper individual or takes messages.
• Prepares data collection forms, emails, letters, memos, notices, purchase orders, etc.
• Sorts and distributes mail. Notifies recipients about the arrival of packages.
• Prepares photocopies. Scans documents. Prints, collates, covers and binds printed materials.
• Investigates vendor prices. Assists with Invitation for Bid (IFB) and Request for Proposal (REP) procedures. Maintains procurement files (e. g., letters, contracts, confirmations, guarantees, etc. ).
• Reorders consumable supplies as needed to maintain reliable service levels.
• Receives office deliveries. Verifies contents with packing lists/purchase orders. Reconciles invoices for payment. Maintains a transaction/account balance ledger.
• Coordinates preparations for meetings. Attends meetings to transcribe minutes when requested.
• Helps with special projects and committee activities as assigned.
• Provides back-up support for other departments as directed.

2. Exemplifies professionalism. Fosters goodwill to enhance the district's public image.

• Complies with drug-free workplace rules, board policies and administrative guidelines/procedures.
• Develops mutually respectful relationships with co-workers. Functions as part of a cohesive team.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Maintains an acceptable attendance record and is punctual.
• Performs all aspects of the job. Contributes to an effective working/learning environment.
• Respects privacy. Maintains the confidentiality of privileged information.

3. Maintains open/effective communications. Serves as a reliable information resource.

• Provides prompt notification of personal delays or absences.
• Refers district policy interpretation questions to an appropriate administrator.
• Seeks clarification when directives are unclear.
• Uses active listening/problem-solving techniques. Respects diversity. Resolves issues tactfully.

4. Pursues opportunities to enhance personal performance.

• Keeps current with professional standards associated with work duties.
• Updates skills as needed to use task-appropriate technology effectively.

5. Takes precautions to protect student and staff safety. Helps supervisors manage risks.

• Maintains high standards for appropriate conduct. Initiates action to address harassment and/or aggressive behavior. Complies with district procedures and federal/state laws when dealing with discrimination, suspected child abuse/neglect or when inappropriate behavior is encountered.

6. Performs other specific job-related duties as directed.

• Assists with unexpected and/or urgent situations as needed.
• Helps implement workplace initiatives that advance district goals.

Job Type: Full-time

Schedule:

• 8 hour shift
• Monday to Friday

Work Location: In person