School Secretary - Full-time

QUALIFICATIONS:

Any combination equivalent to high school diploma or G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law, and responsible and varied secretarial experience; possess the necessary literacy skills to fulfill the performance responsibilities of the job.

REPORTS TO:

Principal

PRIMARY JOB GOAL:

To efficiently and pleasantly oversee the smooth and effective operation of the school office so that the office's maximum positive impact on the education of the children of the school can be realized; to perform highly responsible secretarial duties and provide clerical support to the faculty and staff of the school for the successful implementation of the school's programs and services.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of school administrative office principles, procedures, practices, and equipment; knowledge of school/district organization, operations, policies, and objectives; excellence in business English, grammar, spelling, punctuation, and telephone techniques and etiquette; ability to communicate clearly and concisely, both orally and in writing; ability to maintain a pleasant attitude and to establish and maintain effective working relationships with others and work effectively under minimum supervision; possess skills in various office equipment including copy machines, typewriters, computers, word processors, and peripheral equipment; proficient typing and keyboarding skills; ability to work under pressure to meet the demands of the job; ability to establish and maintain a variety of complex and confidential files and records; ability to work confidentially with discretion; possess organizational skills and skills in basic accounting for the purpose of maintaining basic financial and other ledgers.

PERFORMANCE RESPONSIBILITIES:

-Serves as secretary to the school by relieving the faculty and staff of routine clerical details.

-Manages the school office as directed by the Principal and reports to open the office each morning.

-Promotes harmony and good will with the public in a manner that merits their respect.

-Assists in greeting and receiving all visitors courteously; determines their needs and either schedules appointments with them or escorts them to the proper person.

-Assists in maintaining an attractive and comfortable reception area.

-Insures that office desks, typewriters, machines, etc., are kept clean and properly maintained.

-When the secretary/receptionist is away, answers the telephone for the school and responds appropriately to requests for information; takes phone messages for faculty, staff, and students.

-Is responsible for contacting for phone maintenance and for maintenance on copiers and typewriters in office and workroom.

-Provides detailed and technical information concerning school policies, procedures, and established regulations.

-Assists in the distribution of incoming mail; assists in the preparation of outgoing mail.

-Enrolls all new and incoming students and maintains an up-to-date alphabetized listing of all students enrolled in the school.

-Withdraws all students.

-Maintains PA-2's for Central Office.

-Assists in the orientation of new and substitute employees.

-Compiles beginning of school packets for faculty.

-Compiles student and teacher handbooks.

-Maintains high school monthly calendar.

-Orders office supplies as needed.

-Obtains, gathers, and organizes pertinent and faculty data as needed and puts into usable form.

-Maintains an alphabetical file or list of staff members' names, addresses, room locations, and telephone numbers.

-Maintains a regular filing system, as well as a set of locked confidential files, and, as instructed, processes incoming correspondence.

-Classifies materials in a systematic way with labels or other appropriate identification data.

-Clears files at designated intervals under the Principal's direction.

-Types routine school correspondence as directed by the Principal.

-Operates office copy and other duplicating machines, computers, printers, and/or binders, and helps control their usage.

-Insures  proper filing and maintenance of student records in the administrative office area.

-Assists in preparation of the Principal's Monthly Attendance Report.

-Prepares the monthly school activity report.

-Assists in the preparation of all school annual reports.

-Assists in maintaining a file of office and classroom inventories of equipment, supplies, and books; compiles school inventory.

-Collects school fees and balances for bookkeeper.

-For schoolwide fundraising, enters all students and money collected into computer; prints reports for the Assistant Principal/Athletic Director.

-Orders diplomas for graduating seniors.

-Compiles graduation program and senior lists for counselors.

-Manages Josten's ordering program for students including cap and gown, senior books, keys, etc.

-Maintains a daily faculty/staff attendance log and a monthly record for substitute employees; completes attendance reports on the school's faculty/staff twice a month for submission to the Secretary to the Personnel Director/Federal Programs Coordinator for processing.

-Works on and maintains student immunizations and physicals by monitoring expiration dates, sending proper information out as needed, etc.

-Assist guidance counselors when requested.

-Performs related duties and assumes other responsibilities as may be assigned by the building Principal and the Superintendent.