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Is this position exempt from overtime pay?
No
Serves as secretary to the principal of the school by performing responsible secretarial, clerical, and public relations work in a school. This administrative level of secretarial work involves assisting the principal by relieving him/her of many administrative and procedural details as assigned; by tactfully receiving and screening parents and visitors; by performing, or coordinating and supervising the performance of a wide variety of secretarial and clerical tasks relative to the efficient daily operations of the school office. Employees in this job class frequently exercise considerable initiative, judgment, and action in the disposition of administrative/clerical matters, in receiving complaints, in giving information, and in other responsible public relations work. Assigns, coordinates, and supervises the work of other clerical office personnel, as applicable. Bilingual and biliterate in targeted language may be required depending on assignment.
Essential Duties & Responsibilities
Does this position have supervisory responsibilities?
No
1. Serves as secretary and office assistant to a school principal, and relieves him/her of many administrative details as assigned.
2. 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.
3. 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.
4. Interprets and orally conveys messages, instructions, procedures, or practices for principal to subordinates acting with tact, discretion, and authority for carrying out same.
5. 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.
6. Receives, screens and distributes incoming and outgoing mail. Handles routine matters.
7. Performs and/or assigns bookkeeping and banking transactions and related accounting activities.
8. Registers new students. Prepares student cumulative folders. Completes CR, SR, SIF, and related records.
9. Transfers and withdraws students. Completes and processes all related documents as required.
10. Keeps employee time records and payroll forms. Completes and/or verifies overtime, leave, and substitute forms accordingly.
11. Calls and arranges for substitutes as assigned. Maintains current substitute teacher list.
12. Schedules after school use of building. Completes request forms. Submits monthly .
13. 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.
14. Schedules and makes arrangements for field trips.
15. Compiles, completes, and submits required s including: monthly student attendance, monthly financial, vandalism, fire drill, federally connected survey, insurance, Kindergarten enrollment, projected staff , and others as directed.
16. Types a variety of correspondence, requisitions, memoranda, PTA communications, school bulletins, student handbook, test materials, and others.
17. Assigns, coordinates, and supervises work of other clerical office personnel, as applicable. Promotes teamwork and team spirit in office.
18. Operates standard office machines and equipment. Inventories supplies. Assembles and types ABC supply order. Receives, checks in, and distributes such supplies.
19. Maintains good public relations with parents, students, general public, citizen groups, and professional organizations in representing the principal.
20. Attends various school meetings, takes minutes, types and distributes minutes.
21. Performs other duties as assigned.
Minimum Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.
The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made on request to enable individuals with disabilities to perform the essential functions.
The requirements listed below are representative of the knowledge, skills, and/or abilities required. Reasonable accommodations may be made on request to enable individuals with disabilities to perform the essential functions.
Education
- High School Diploma or Equivalency Certificate supplemented by specialized secretarial and/or commercial business courses including office procedures, bookkeeping, record management, typing, and shorthand.
Experience
- Three (3) years of recent progressively responsible secretarial work experience of which at least two (2) years shall have been in connection with school operations “or” any equivalent combination of education and experience.
- If assigned to bilingual program, candidates are required to be bilingual and biliterate in targeted language. Otherwise, bilingual and biliterate in target language preferred.
Knowledge, Skills, and Abilities
- 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.
- Successful completion of all required tests.
Licenses/Certifications
- Successfully qualify to become a Notary Public.
Career Ladder Requirements
- N/A
Physical Requirements
- Ability to lift up to twenty (20) lbs
Established: 5/1/2005
