About this role
Job Summary
To provide general clerical and secretarial services.
Essential Duties and Responsibilities
Other duties may be assigned.
1.Maintains students' paper and electronic records and files for the purpose of meeting state, federal and/or District requirements; Update database accordingly.
2.Type, edit, review and distribute a variety of correspondence including teacher and support staff evaluations, letters, meeting minutes, reports, records, handbooks, summaries, and other materials.
3.Communicates with a variety of persons (e.g. students, parents, staff, other schools, etc.) for the purpose of providing information on a variety of matters.
4.Assist principal with the preparation of documents to include the school budget; manage specific budget accounts, including purchase orders, budget transfers, budget balances, classroom and student accounts.
5.Evaluate situation's e.g. involving other staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
6.Maintain and distribute school materials, supplies, building maintenance keys and key cards.
7.Collect and review for completeness bi-weekly payroll sheets; forwards to Payroll after approval.
8.Track and record substitutes for teachers.
9.Assist Principal with the end of year teacher checkout.
10.Update and maintain school website with current events and applicable documents.
11.Maintain and report upon data to include: class lists, student enrollment and student data.
12.Prepare and distribute reports as required by District policy and state requirements.
13.Secure bus and absentee information for students. Contact parents and or Principal when necessary.
14.Manage and lead the registration and enrollment process of new students, including: provide tours to potential new students and parents, serve as liaison with parents, students, staff, faculty and all applicable internal and external constituencies.
15.Schedule and communicate building and room usage for internal and external activities. Schedule all out of building classroom activities.
16.Perform routine office functions including answering phones, schedule office equipment maintenance, take messages, greet visitors, copy, file, fax, distribute mail, stuff envelopes, etc.
17.Understand and maintains confidentiality in relation to staff and students at all times.
18.Assist with a variety of building and District events and functions on an as needed basis.
Qualification
Requirements
To perform this job successfully, an individual must be able to perform each job function in an efficient and compliant manner. The requirements listed below represent the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the job functions.
1.Education and Experience: High school diploma or other appropriate discipline plus two years of relevant secretarial experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
1.1.Knowledge of school operations is preferred.
1.2.Proficient in using computers and related software
2.Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, parents, students, and community members.
3.Certifications, Licenses, Registrations: None required.
4.Mathematical Skills: Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
5.Communication & Interpersonal Skills: Ability to communicate courteously, efficiently and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations. Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies.
6.Other Skills and Abilities/Competencies:
6.1.Attitude/Personality/Style: Friendly, helpful and positive disposition; patient and understanding; takes pride in work; responsive to other's needs; enthusiastic; good sense of humor; able to see the good in every situation; honest and direct.
6.2.Dependability: Follows instructions and responds to management direction; responds to requests for assistance; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies the appropriate person with an alternate plan; commits to long hours of work when necessary to reach goals; is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time; ability to report to work, even when school is closed; schedules appointments so as to minimize the impact on work; follows established leave requesting and reporting protocols.
6.3.Interpersonal Skills. Interacts with others in a friendly, tactful and positive manner; keeps emotions under control; remains open to others' ideas and tries new things; effectively works with others including those with opinions or beliefs different from their own; works through differences in a respectful manner without drama; sensitive to the feelings of others; treats others with dignity and respect; builds constructive and supportive relationships; helps to create an inclusive work environment; focuses on solving conflict, not blaming; listens to others without interrupting.
6.4.Job Knowledge: Demonstrates working knowledge and understanding in the areas of responsibility; acquires needed skills and knowledge without reluctance; assesses own strengths and weaknesses; Proposes training and development opportunities; strives to continuously build knowledge and skills. Shares expertise and learnings with others.
6.5.Organizational/Planning Skills. Able to use time efficiently; strong organizational skills that reflect the ability to prioritize multiple tasks seamlessly with excellent accuracy and attention to detail; sets goals and objectives; able to multitask.
6.6.Team Player. Contributes to building a positive team spirit; proven ability to work cooperatively and effectively as part of a team; ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies; balances team and individual responsibilities; exhibits objectivity and openness to others' views.
6.7.Professionalism: Presents a professional image; remains calm and focused in stressful situations; treats everyone with courtesy and respect; maintains a professional appearance for the position in both dress and manner; approaches others in a tactful manner; reacts well under pressure; accepts responsibility for own actions; follows through on commitments; works with integrity.
6.8.Proficient technology skills: Proficient in use of email, electronic calendar, spreadsheets, word processing and database programs; knowledge of and/or experience maintaining websites; experience with Google Suite, PowerSchool, and JumpRope preferred.
6.9.Quality of Work: Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; performs duties consistent with District standards; demonstrates excellent attention to detail; applies feedback to improve performance; monitors own work to ensure quality.