Secretary Attendance High School Posting 108

at  Los Alamos Public Schools

JOB OBJECTIVES: To perform a variety of secretarial and clerical support duties for an assigned area or function including, but not limited to, athletics, music, school library or office operations, attendance reporting, human resources, counseling or substitute monitoring; to maintain a variety of files and records; to type correspondence, letters and memoranda; to provide information and assistance to the public; and to perform a variety of tasks relative to assigned area of responsibility.
SUPERVISION RECEIVED AND EXERCISED : Receives general supervision from higher level supervisory or management staff.

ESSENTIAL FUNCTION STATEMENTS: The following tasks are typical for positions in this classification. Any single position may not perform all of these tasks and/or may perform similar related tasks not listed here:

• Perform a variety of secretarial and clerical support duties for an assigned area or function including, but not limited to, athletics, music, school library or office operations, attendance reporting, human resources or counseling.
• Serve as a receptionist for the assigned area; receive and screen office and telephone callers; respond to complaints and requests from the general public; take messages or forward calls to appropriate staff.
• Prepare daily log indicating substitute requests and attainment; arrange for substitutes; notify schools of daily and pre-planned attainment of substitute teachers; and organize and structure calling procedures to maximize opportunities for all persons on the substitute roster.
• Type various correspondence, forms, reports, letters, memoranda and bulletins; review finished materials for completeness, accuracy, format and compliance with applicable policies and procedures.
• Receive, process, date stamp and distribute mail; respond to routine correspondence according to established guidelines; forward mail to staff as appropriate.
• Maintain a variety of files, records, logs, databases, lists and rosters; organize and compile information for reports.
• Provide assistance to students and/or parents as needed; monitor and verify parents checking in and checking out students; provide admission slips to students as required.
• Maintain accounts for assigned programs and operations; monitor and maintain record of expenditures; collect, count, reconcile and deposit money received from various sources and fund raisers.
• Maintain and order office supplies; prepare purchase orders and requisitions; assign appropriate accounting codes to all invoices; receive and verify shipments of supplies; distribute supplies accordingly.
• Provide assistance in coordinating athletic events; coordinate transportation and lodging needs for away games; obtain workers for events at home school; coordinate early dismissal of student athletes from classes with coaches and attendance office.
• Catalog various library materials including books, CD-ROMs, videos and audio cassettes; provide assistance to students or staff in locating various materials; prepare library materials for circulation.
• Perform various clerical duties supporting attendance accounting; scan attendance sheets, print absent reports and distribute to staff; enter daily absence slips into computer and reconcile absence report; correct and maintain student attendance records; prepare attendance sheets for upcoming weeks.
• Prepare and distribute notices to students with excessive absences; contact parents regarding student absences; receive and log calls from attendance recorder.
• Process employment applications according to District policies; prepare application files for new applicants; maintain status of availability; send correspondence to applicants as required.
• Maintain records for classified employees regarding status changes, position, salary and personal data; process salary computations and prepare personnel action forms.
• Maintain a calendar of activities and appointments for assigned counselors; prepare and distribute appointment slips to students and meeting notices to teachers
• Maintain inventory and security of testing materials for schools; order testing materials for competency exams, achievement tests and writing assessments; process testing materials and prepare for distribution to schools.
• Package and send completed tests and exams to testing company for scoring; receive and distribute copies of test results to schools; maintain files of test results.
• Serve as liaison between assigned area and District staff, administration, parents and other outside organizations; provide information and assistance regarding assigned program operations and activities.
• Operate a variety of office equipment including copiers, facsimile machine, computer, paper cutter and drill press; laminate materials submitted by school staff; engrave name plates or badges; coordinate maintenance or repair of office machinery as required.
• Lead and oversee the work of student workers; provide or coordinate training.
• Provides appropriate first aid to children in the absence of a nurse.
• Perform related duties and responsibilities as required.

QUALIFICATIONS

Knowledge of:
Operations, services and activities of the area to which assigned.
Modern office procedures, methods and computer equipment.
Business letter writing and basic report preparation techniques.
Principles and procedures of record keeping.
Methods and techniques of proper phone etiquette.
Methods and techniques of public relations.
Basic mathematical principles.
Basic clerical accounting practices.
English usage, spelling, grammar and punctuation.
Pertinent federal, state and local laws, codes and regulations.
Ability to:
Perform a wide variety of responsible secretarial and clerical support duties.
Serve as a receptionist within the area of assignment.
Understand the organization and operation of the area of assignment as necessary to assume assigned responsibilities.
Type and prepare correspondence, forms, reports, letters, memoranda and bulletins at a speed necessary for successful job performance.
Prepare clear and concise reports.
Operate modern office equipment including computers and supporting word processing applications.
Implement and maintain standard filing systems to maintain confidential records and files.
Perform various clerical accounting functions.
Make mathematical calculations quickly and accurately.
Maintain a calendar of activities and appointments within the area of assignment.
Respond to requests and inquiries from students, staff and parents.
Understand and carry out oral and written instructions.
Communicate clearly and concisely, both orally and in writing.
Establish and maintain effective relationships with those contacted in the course of work.
Education and Experience Guidelines
Any combination of education and experience that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be:
Education: Equivalent to the completion of the twelfth grade supplemented by specialized secretarial training.
Experience: Two years of increasingly responsible secretarial and clerical experience.
PHYSCIAL DEMANDS and WORKING CONDITIONS
The physical demands herein 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 these essential job functions.
While performing the duties of this job, the employee is regularly required to stand, walk and sit. The employee is occasionally required to stoop, kneel, crouch or crawl. The employee occasionally lifts and/or pushes up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, and depth perception.
The noise level in the work environment is usually moderate to loud.

• Perform a variety of secretarial and clerical support duties for an assigned area or function including, but not limited to, athletics, music, school library or office operations, attendance reporting, human resources or counseling.
• Serve as a receptionist for the assigned area; receive and screen office and telephone callers; respond to complaints and requests from the general public; take messages or forward calls to appropriate staff.
• Prepare daily log indicating substitute requests and attainment; arrange for substitutes; notify schools of daily and pre-planned attainment of substitute teachers; and organize and structure calling procedures to maximize opportunities for all persons on the substitute roster.
• Type various correspondence, forms, reports, letters, memoranda and bulletins; review finished materials for completeness, accuracy, format and compliance with applicable policies and procedures.
• Receive, process, date stamp and distribute mail; respond to routine correspondence according to established guidelines; forward mail to staff as appropriate.
• Maintain a variety of files, records, logs, databases, lists and rosters; organize and compile information for reports.
• Provide assistance to students and/or parents as needed; monitor and verify parents checking in and checking out students; provide admission slips to students as required.
• Maintain accounts for assigned programs and operations; monitor and maintain record of expenditures; collect, count, reconcile and deposit money received from various sources and fund raisers.
• Maintain and order office supplies; prepare purchase orders and requisitions; assign appropriate accounting codes to all invoices; receive and verify shipments of supplies; distribute supplies accordingly.
• Provide assistance in coordinating athletic events; coordinate transportation and lodging needs for away games; obtain workers for events at home school; coordinate early dismissal of student athletes from classes with coaches and attendance office.
• Catalog various library materials including books, CD-ROMs, videos and audio cassettes; provide assistance to students or staff in locating various materials; prepare library materials for circulation.
• Perform various clerical duties supporting attendance accounting; scan attendance sheets, print absent reports and distribute to staff; enter daily absence slips into computer and reconcile absence report; correct and maintain student attendance records; prepare attendance sheets for upcoming weeks.
• Prepare and distribute notices to students with excessive absences; contact parents regarding student absences; receive and log calls from attendance recorder.
• Process employment applications according to District policies; prepare application files for new applicants; maintain status of availability; send correspondence to applicants as required.
• Maintain records for classified employees regarding status changes, position, salary and personal data; process salary computations and prepare personnel action forms.
• Maintain a calendar of activities and appointments for assigned counselors; prepare and distribute appointment slips to students and meeting notices to teachers
• Maintain inventory and security of testing materials for schools; order testing materials for competency exams, achievement tests and writing assessments; process testing materials and prepare for distribution to schools.
• Package and send completed tests and exams to testing company for scoring; receive and distribute copies of test results to schools; maintain files of test results.
• Serve as liaison between assigned area and District staff, administration, parents and other outside organizations; provide information and assistance regarding assigned program operations and activities.
• Operate a variety of office equipment including copiers, facsimile machine, computer, paper cutter and drill press; laminate materials submitted by school staff; engrave name plates or badges; coordinate maintenance or repair of office machinery as required.
• Lead and oversee the work of student workers; provide or coordinate training.
• Provides appropriate first aid to children in the absence of a nurse.
• Perform related duties and responsibilities as required