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Position: Building Secretary

Responsible To: Building Principal

Type Position: Non- Exempt

Qualifications:

1. Excellent organizational skills; mature judgment; good attendance record and telephone skills
2. Other requirements – Must successfully pass a background check that is satisfactory to the Board of Education.
3. Excellent organizational skills, oral, and written skills, time management, good attendance record and telephone skills. Computer knowledge and the ability to communicate effectively. Good work attitude with a friendly demeanor. 
4. Knowledge of office practices and procedures, along with district policies, procedures and functions
5. Knowledge of standard office machines and equipment, Microsoft Office, Adobe Acrobat Professional, Google Suites , Powerschool & proficient in keyboarding
6. High school diploma supplemented by minimum three years’ secretarial experience preferred

-or- Any equivalent combination of education and experience

JOB GOAL:

Assists all the building administration by performing secretarial duties. Functions as a liaison between parents and school staff and maintains confidential education records as well as financial oversight for deposits and receipts in compliance with district policy and protocol. 

TERMS of Employment: 10, 11 or 12 month employee as designated by the at will agreement for specific employees, by building and position. 

Compensation:

As approved by the Marshall Board of Education

Paid Time Off (PTO):

In accordance with the district-adopted paid leave policy and schedule

Evaluation:

Will be evaluated annually by the building administrators, or other supervisors as approved by the Board of Education

PRIMARY RESPONSIBILITIES: 

1. Types correspondence such as letters, memos, reports, and forms. 
2. Maintains professional discretion in disclosing private details. Answers and screens incoming telephone calls; determines the purpose of the call and provides information directly or refers calls to the proper person or office; has familiarity with school policies/procedures and contacts within the school system.
3. Maintain courteous and professional relationships with students, parents/guardians, other district employees and the public. In accordance with board policy regarding employee conduct
4. Greets visitors, students, teachers and administrators; assesses the nature of the visit; assists visitors directly or directs them to the appropriate person.
5. Sets up and maintains various filing systems such as attendance records for students, purchase orders, etc.
6. Sort mail and put in boxes for building staff.
7. Transfer calls for district or give phone number for the school they are inquiring about
8. Order supplies and enter Purchase orders for needed supplies as directed.
9. May be required to take or maintain attendance 
10. Answers routine telephone inquiries regarding department programs and procedures. 
11. Takes messages and routes other telephone calls. 
12. Maintains attendance paperwork and enrollment paperwork as required or directed. 
13. Processes and maintains student/staff files. 
14. Maintains and updates Inventory Records. 
15. Liaison for parents and school staff members. 
16. Maintains information in Powerschool as directed. 
17. Trained in School Information Systems (SIS). 
18. Operates office equipment such as copiers, computers, etc. (Assists special teachers in using the computerized IEP system.) 

1. Makes deposits, prepares deposits, writes receipts, and maintains cash boxes as directed and in compliance with district procedures and policy. Including to follow the appropriate checks and balances on counting money with more than one person, and making appropriate documentation of deposits with more than one person verifying all money in hand.

1. Become familiar with, enforce and follow all Board policies, regulations, administrative procedures, other directions given by District administrators and state and federal laws as they affect the performance of job duties. 

1. Other duties as assigned. 

SUPERVISORY RESPONSIBILITIES: None 

Skills and Abilities

Must be willing to learn and comply with district initiatives that involve technical and program skills. Such as but not limited to, financial software, Word Processing, Excel, Google Docs, PowerSchool, AESOP, as well as proficiency with computer based communication expectations.

Attendance:

Consistent and regular attendance is an essential function of this position. Must follow district policy on employee absences and attendance. 

Computation:

Ability to define problems, and prioritize job tasks. Demonstrate computer competency in a wide spectrum of functions, by demonstrating the ability to learn and apply computer technology skills rapidly. 

Hearing:

Must be able to effectively communicate in a noisy environment .

Language:

An individual who holds this position must have the ability to:

• Communicate fluently verbally and in writing in English. 
• Read, analyze and interpret administrative correspondence and directives as well as Board policy and handbooks.
• Keep student information confidential according to FERPA when required by law, except for from the building administration.

Physical Demands:

An individual who holds this position requires some lifting of files and storage containers. Must be able to attend meetings in designated areas. Frequently required to stand, walk, sit and use hands for fine manipulation, handle or feel and reach with hands and arms using a keyboard and video display terminal. 

Technology:

Basic computer skills, ability to learn new programs quickly, and manage the following: Basic Computer Word Processing, and Google Suites, PowerSchool, AESOP, Excel and other inner office programs.

Condition and Environment 

The work conditions and environment described here are representative of those that an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

The work environment is consistent with a typical office environment; however, the individual who holds this position will occasionally be required to be outside in temperatures below freezing and above 100 degrees.

The individual who holds this position is occasionally, as designated in their contract, required to work irregular or extended hours for specific school events, such as school programs or conferences. 

Equal Opportunity Employer: 

Marshall Public Schools is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, disability, age, sex, gender, national origin, or any other characteristic protected by law. Prospective and current employees with disabilities are encouraged to contact human resources to discuss reasonable accommodations to perform the essential job functions. 

Acknowledgement

I have read the complete job description and am able to fulfill the duties of the position as described. 

Employee Signature _________________________________________ Date _____________