SUMMARY:

Under direct or general supervision of a principal or designee or central office administrator, performs a variety of general clerical support tasks. Positions require strict confidentiality. Work decisions are made in accordance with established precedents and school/departmental/system-wide policies. Positions assigned to this class perform many of the same tasks as are assigned to the Level I-General classification.

SUPERVISORY RESPONSIBILITIES

Work is performed under direct or general supervision (depending on experience level) of assigned administrator, who may designate a secretarial position to assign, monitor or check work. Incumbents in positions in this classification have no direct supervisory responsibilities.

The Dayton Way

• Screen calls and mail, responding to those that can be handled at the secretarial level and forwarding the remaining calls/mail to the relevant team member.
• Maintain control records on incoming correspondence and action documents.
• Coordinate appointments and meetings for team members. Maintain schedules and calendars of events for the assigned administrator and the overall department.
• Respond to general inquiries from employees, other departments, the Ohio Department of Education, attorneys, vendors, and the general public. Provide /share the appropriate information as directed.
• Assist in the allocation and assignment of work to team members as directed by the assigned administrator. Follow up on work-in-progress to ensure timely response / action.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(Performed one or more sets of functions delineated below; may not include all duties performed; not all incumbents perform all duties delineated.)

Student Absenteeism

• Records late arrivals and processes early departure of students; issues tardy and absent passes as well as other student passes
• Processes attendance records and distributes absentee lists
• Prepares and mails absence letters
• Checks on absences by calling the child’s parent or guardian or utilizing auto-call equipment

Secretarial Duties

• May operate computerized attendance recording and scanning equipment
• Provides clerical support to assistant principal, specialists, and teachers
• Answers, forwards, and takes messages from incoming phone calls
• Provides general assistance and back-up support to the school secretary
• Processes payroll for school or office; ensures proper reporting of time and attendance as a back up for the secretary
• Distributes supplies; provides teachers with supplies and forms as requested
• Dispenses medication pursuant to Board Policy JHCD-R.
• Reviews and channels mail to correct destinations
• Operates, services and maintains, as required, a variety of office equipment: photo copier and scanner
• Serves as a backup/substitute for secretary, nurse or other support staff member as assigned

CORE BEHAVIORS & COMPETENCIES

Job-specific

• Analytical Thinking = think critically and solve problems in difficult situations; capable of handling interruptions effectively; appropriately organize and prioritize work to meet HR and payroll deadlines
• Data Accuracy = Strong attention to detail in an environment with significant amounts of repetition; error-free entry and reliable audits that minimize HR and payroll errors
• Organization Skills = ability to share information in meaningful ways; able to store records for quick, accurate retrieval
• Adaptability and Flexibility = willingness to change methods and approaches as appropriate
• Customer Service = Providing a positive experience to every individual you encounter. Remaining professional in all situations. Responding to all customers in a timely manner

QUALIFICATIONS

Verifications

• Must be a U.S. citizen or have the legal right to work in the U.S.
• Must have (1) year of office experience. Training or courses in business office practices may be substituted for up to (1) year of experience. Any (2) of the following or similar courses may be substituted for a year of experience: keyboarding, introduction to computers, filing applications, Word, Excel, PowerPoint, Access, office management.

Knowledge & Experience

• Knowledge of business office procedures, practices, equipment and office terminology
• Ability to type/operate a keyboard at approved rate of speed (minimum 30 WPM)
• Ability to operate personal computers with knowledge of Word, Excel, and PowerPoint
• Ability to file documents, forms, and correspondence either alphabetically, topically or numerically as per procedures; and to maintain clerical records and prepare routine reports from such records
• Ability to quickly learn routines and procedures related to an assignment
• Ability to communicate clearly and concisely, both orally and in writing
• Ability to deal with students, parents and the public tactfully and courteously and to work harmoniously with other employees
• Good organizational, human relations and communication skills

PHYSICAL ATTRIBUTES/DEMANDS

• Occasionally lift, carry, push, and pull various items up to a maximum of 20 pounds (50 pounds on wheels)
• While performing the duties of this job, the employee is regularly required to sit, stand, walk, talk, hear, see, read, speak, reach, stretch with hands and arms, crouch, kneel, climb, and stoop

WORK ENVIRONMENT

• Work is performed in an office setting at a computer workstation
• Occasional interaction with dissatisfied employees
• Work may be subject to frequent interruptions
• Some assignments are subject to completion within strict timelines
• Periodic travel for meetings, professional development activities, and work assignments