EDUCATION

• High School Diploma or Equivalency Certificate required.
• Some College Level Courses specialized secretarial and/or commercial business courses including office procedures, bookkeeping, record management, typing, and shorthand preferred.

EXPERIENCE

• Three (3) years recent progressively responsible secretarial work experienceof which at least two (2) years shall have been in connection with school operations required;
• Or an equivalent combination of education and experience which provides the required knowledge, skills, and abilities deemed sufficient to prepare the employee to successfully perform the duties of the position.

KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS

• Demonstrated ability to type forty (40) words per minute.
• Proficiency in the operation of personal computers including word processing, spreadsheet, data base management, and desktop publishing. Ability to use school based financial, student, and human resources records management systems.
• Thorough knowledge of office practices and procedures, business English, spelling, bookkeeping, and commercial arithmetic.
• Ability to train, instruct, assign, coordinate, and supervise the work of other clerical office personnel and student assistants.
• Ability to exercise courtesy, tact, and diplomacy in dealing with students, parents, administrators, other employees, and the general public.
• Considerable knowledge of Board of Education and school operations, policies, and procedures.
• Ability to exercise independent judgment and discretion in applying and interpreting school policies and procedures.
• Ability to maintain confidential and important operating records.
• Demonstrates ability to effectively work and communicate with diverse populations.
• Demonstrated proficiency with business technology applications (e.g. Video/Web Conferencing, Microsoft Office Suite -Word, Excel, Outlook, and/or PowerPoint preferred). For new permanent secretarial/clerical/technician hires, a minimum score on a pre-employment assessment is required.

LANGUAGE REQUIREMENTS

• Bilingual/Biliterate If assigned to bilingual program, bilingual and biliterate in targeted language native or near native required.

DRIVING REQUIREMENTS

• N/A

LIFTING AND CARRYING REQUIREMENTS

• Up to 20 pounds: under 1/3 percent of the time

TRAVEL REQUIREMENTS

• N/A

ESSENTIAL DUTIES/RESPONSIBILITIES

• Serves as secretary and office assistant to a school principal, and relieves him/her of many administrative details as assigned.
• Receives and screens visitors and telephone calls. Ascertains the nature of their business. Handles routine matters and details accordingly. Keeps principal informed of developments that have occurred in his/her absence.
• Keeps principal’s calendar. Schedules appointments and parent/teacher conferences. Resolves conflicts due to cancellations/changes. Reminds principal of appointments and makes all necessary arrangements.
• Interprets and orally conveys messages, instructions, procedures, or practices for principal to subordinates acting with tact, discretion, and authority for carrying out same.
• Maintains subject-matter files, records, lists, and/or indexes in accordance with the work of the principal. Types referrals, and sets up confidential files as appropriate. Exercises initiative in revising such systems to meet future needs.
• Receives, screens and distributes incoming and outgoing mail. Handles routine matters.
• Performs and/or assigns bookkeeping and banking transactions and related accounting activities.
• Registers new students. Prepares student cumulative folders. Completes CR, SR, SIF, and related records.
• Transfers and withdraws students. Completes and processes all related documents as required.
• Keeps employee time records and payroll forms. Completes and/or verifies overtime, leave, and substitute forms accordingly.
• Calls and arranges for substitutes as assigned. Maintains current substitute teacher list.
• Schedules after school use of building. Completes request forms. Submits monthly report.
• In the absence of the Health Aide, administers first aid. Contacts parents regarding absentee or illness at school. Assists in maintaining and updating for distribution the confidential medical list.
• Schedules and makes arrangements for field trips.
• Compiles, completes, and submits required reports including: monthly student attendance, monthly financial, vandalism, fire drill,federally connected survey, insurance, Kindergarten enrollment, projected staff report, and others as directed.
• Types a variety of correspondence, requisitions, memoranda, PTA communications, school bulletins, student handbook, test materials, and others.
• Assigns, coordinates, and supervises work of other clerical office personnel, as applicable. Promotes teamwork and team spirit in office.
• Operates standard office machines and equipment. Inventories supplies. Assembles and types ABC supply order. Receives, checks in, and distributes such supplies.
• Maintains good public relations with parents, students, general public, citizen groups, and professional organizations in representing the principal.
• Attends various school meetings, takes minutes, types and distributes minutes
• Performs other related duties as assigned within the same classification or lower.