Position Title : Secretary II / III - Summer Enrollment

Department : Student Support Services

Location : Ramer Building

Employment Term : 12 days plus up to 25 additional hours

Enroll elementary and middle school (K-8) students and screen Pre-K registration packets. Complete all WVEIS and enrollment data for each enrollee.

Prepare all necessary correspondence, log all requests and responses, prepare permanent record cards / folders for each enrollee, follow up with parents / caregivers regarding incomplete documentation, and prepare materials as requested.

Respond to enrollment questions from parents / caregivers. Additional duties may also be assigned. Dates of employment include but are not limited to : 7 / 2 / 24, 7 / 9 / 24, 7 / 10 / 24, 7 / 11 / 24, 7 / 16 / 24, 7 / 17 / 24, 7 / 18 / 24, 7 / 23 / 24, 7 / 24 / 24, 7 / 25 / 24, 7 / 30 / 24, 7 / 31 / 24.

Secretaries will work under the direction of Elice Gregory, Director of Student Support Services. MUST be proficient in WVEIS Student Management System, Family ID, and enrollment.

EMPLOYMENT TERM : 12 scheduled days plus up to 25 additional hours.

SCHEDULED WORK HOURS : 8 : 30 TO 4 : 00 :

Secretaries will work at the registration site (Ramer) on the above dates, during which enrollment / registration information will be collected online and / or directly from parents or caregivers.

Up to 25 additional hours will be worked at a site agreed upon by Elice Gregory during which all tasks necessary to completely enroll a student will be performed.

These hours are in addition to the 12 scheduled days.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Communicates, collaborates, and cooperates with colleagues, supervisors, and students.
• Student Scheduling
• Makes and receives telephone calls, takes messages, routes calls
• Maintains school records and files for building, principal and related requirements
• Distributes mail
• Greets visitors, works with parents, professional and non-certified staff in a pleasant and efficient manner
• Types, prepares, distributes, files records / reports, correspondence, mailings etc. related to building functions and principal needs
• Orientates substitute teachers
• Processes attendance / payroll for the building staff
• Takes / transcribes notes for correspondence
• Provides appropriate first aid needs
• Attends Open House
• Orders, processes, and maintains office materials and equipment
• Maintains confidential
• Administers medication according to policy and regulations, if necessary.
• Operates standard office equipment
• Takes in-service training as stipulated by contract
• Distributes district flyers
• Works with Business office to process purchase order numbers, petty cash as delegated by the principal
• Performs duties in accordance to contract, W. Va. Code, and policies.
• Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES :

None.

QUALIFICATION REQUIREMENTS :

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, skill, and / or ability required.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Take and pass the WV Department of Education’s competency exams for secretary classification.

EDUCATION and / or EXPERIENCE :

High school diploma or general education degree (GED).

LANGUAGE SKILLS :

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.

Ability to write routine reports and correspondence. Ability to speak effectively before groups of people.

MATHEMATICAL SKILLS :

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.

REASONING ABILITY :

Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

OTHER SKILLS and ABILITIES :

Ability to pass a typing test at 45 words per minute. Ability to operate a personal computer and related software. Ability to get along with other people.

Patience in dealing with parents and children. Ability to develop effective working relationships with students, staff and the school community.

Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.

PHYSICAL DEMANDS :

The physical demands described here 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 the essential 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 will occasionally lift and / or push up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, and depth perception.

WORK ENVIRONMENT : The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate to loud.

EVALUATION : Job performance is evaluated in accordance to district guidelines by the district supervisor.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.

Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

Last updated : 2024-05-06