POSITION MINIMUM QUALIFICATIONS:

• Ability to communicate effectively with students, staff and the public.
• Effective customer service and public relations skills.
• Values and promotes a team effort approach to address daily challenges.
• Knowledge of secretarial procedures.
• Knowledge of general bookkeeping procedures.
• Ability to maintain accounting ledgers.
• Appropriate keyboarding skills/speed.
• Skill in operating a variety of office machines.
• Ability to operate a computer and learn the operation of specific software programs.
• Skill in correct grammar, spelling and English usage.
• Ability to proofread and make corrections.
• Ability to perform arithmetic calculations.
• Ability to compose and format correspondence.
• Ability to set up and maintain accurate files and records.
• Ability to organize and set priorities for work.
• Ability to maintain strict confidentiality.
• Ability to establish and maintain effective working relationships with students, parents, staff and the public.
• Ability to follow directions.
• Ability to work independently, anticipating upcoming needs of all programs, with minimal supervision.
• Understanding and capability of effectively using Microsoft Excel to create spreadsheets and data reports.
• Knowledge of elementary front office routines, procedures and expectations.
• Must be able to positively interact with all stakeholders under stressful circumstances.
• Must be able to multi-task and prioritize needs of the administrator and the office.
• Ability to schedule using Outlook and maintain schedules of various staff members.

EDUCATION, LICENSE, CERTIFICATION, FORMAL TRAINING:

• High school graduation or equivalent and four years of increasingly responsible office experience, including records maintenance, bookkeeping and customer service.
• Allowable substitutions would be advanced training in business or secretarial procedures may be substituted for up to two years of the required experience on a year-for-year basis.
• Experience dealing with school-aged children preferred.
• Valid first aid and CPR certification
  CONDITIONS: EMPLOYEES ARE HELD ACCOUNTABLE FOR ALL FUNCTIONS OF THIS POSITION. The preceding lists of positions functions, qualifications and requirements are not exhaustive and may be supplemented as necessary.

Depending upon the individual assignment, the Administrative Secretary – performs all or a combination of several of the following duties:

• Coordinates the operation of the office: greets students, parents, staff and the public; answers a wide variety of
• telephone and in-person inquiries; promotes positive public relations for the district and the school.
• Maintains a variety of detailed program records, such as budgets, student counts, enrollment, attendance and other administrative records for revenue tracking, revenue generation and legal compliance; compiles data and performs calculations; prepares a variety of reports.
• Prepares and processes requisitions and purchase orders for the school and Associated Student Body (ASB) program; orders supplies, materials and equipment; processes, stocks and distributes materials; tracks expenditures and prepares reports; processes invoices and payment orders.
• Serves as secretary to the building principal: composes, formats and types a wide variety of correspondence, memoranda, newsletters, bulletins, forms, reports, records and other materials; may take and transcribe dictation; duplicates and distributes materials; screens calls; maintains appointment calendar; schedules meetings; opens and routes mail.
• Maintains and reports payroll records for building staff.
• May coordinate the work of school secretaries, office clerks, student assistants and volunteers assigned to the office; provides training and guidance; assigns and reviews work.
• Tracks a variety of deadlines to ensure timely completion and filing of a variety of reports and responses.
• Provides first aid to ill and injured students; assesses need for emergency or parental contact.