Job Title: High School Department Secretary (197 Days)

Department: Secondary Learning

Pay Grade: C123

FLSA Status: Non-Exempt

Reports to: Principal 

GENERAL PURPOSE

Responsible for providing support to the educational process with specific responsibilities for secretarial assistance to the assigned Department; establishing and maintaining records; compiling and distributing materials and reports; and responding to inquiries from a variety of internal and external sources.

ESSENTIAL JOB FUNCTIONS

• Provide clerical support for the department and assigned leader(s) to ensure the efficient and effective operation of the program.
• Ensure familiarity with and current knowledge of program needs and requirements to support effective, efficient and quality operations on an ongoing basis.
• Manage telephone systems, answering, screening, transferring, and responding to calls and inquiries.
• Receive and greet visitors, interact professionally and courteously, and provide exceptional service.
• Communicate effectively with staff, parents, students, and patrons of the district.
• Proficient in the operation of office equipment.
• Coordinate and plan schedules, events, and meetings.
• Maintain work area in good order with needed materials, information and resource information for visitors.
• Attend department and/or in-service meetings conveying and/or gathering information required to perform functions.
• Compile data and maintain files, as appropriate, for tracking data preparing reports or processing requests.
• Coordinate assigned projects and/or activities completing activities and/or delivering services in a timely fashion.
• Work in tandem with the counselors to track transfer students from other high schools.
• Reconcile account balances for assigned budget categories (e.g. procurement card accounts, payroll exceptions, pay requests, substitute absences, monthly MUNIS financial sheet, etc.) maintaining accurate account balances.
• Compile and maintain materials, reports and data to prepare and support program operations and improvements, including compliance with state, federal, and local program requirements.
• Order supplies and materials ensuring availability.
• At the direction of the supervisor, prepare a variety of correspondence, reports and other materials documenting activities, providing written reference, and/or conveying information.
• Process a variety of documents and materials (e.g. time sheets, tutoring placements, etc.) disseminating information in compliance with established administrative guidelines.
• Research assigned topics providing information for addressing operations.
• Provide support and enforce safety procedures for the work area.
• Support the operations of the facility or department as directed by the supervisor.
• Perform general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, mail, etc.)
• Perform other duties as required / assigned.

QUALIFICATIONS AND REQUIREMENTS

Education and Experience

• High School Diploma or its equivalent.
• Minimum of three (3) years of job related experience with increasing levels of responsibility is required.

Certificates, Licenses and Other Special Requirements

• Must pass a Criminal Background Clearance, the results of which must be satisfactory to the District, required.

Knowledge, Skills, and Abilities

• Knowledge of basic math, including calculations using fractions, percentages, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems.
• Ability to communicate effectively with staff, parents, students, and patrons of the district.
• Knowledge based competencies required to satisfactorily perform the functions of the job include business telephone etiquette; and grammar, spelling and punctuation.
• Skill to perform multiple, technical tasks with a need to routinely upgrade skills in order to meet changing job conditions.
• Skill based competencies required to perform the functions of the job, including operating standard office equipment including pertinent software applications; preparing and maintaining accurate records; and promoting activities and/or events.
• Ability to analyze situations to define issues and draw conclusions.
• Ability to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment.
• Ability to work with others under a wide variety of circumstances; working with data utilizing defined but different processes; and operate equipment using defined methods.
• Ability to work with diverse of individuals and/or groups; work with data of widely varied types and/or purposes; and utilize job-related equipment.
• Ability to analyze issues and create action plans.
• Ability to collaborate and communicate effectively with internal and external stakeholders.
• Ability to apply critical thinking/problem solving to improve work processes.
• Ability to maintain confidentiality; set priorities; meet deadlines and schedules; work with detailed information; and adapt to changing priorities.
• Ability to set high expectations for self and others; set and monitor progress toward goals; and utilize and offer effective feedback for continuous improvement.
• Ability to work as part of a team; adapt to changing priorities; and apply logical processes and analytical skills.

Working Conditions and Physical Requirements

• Work environment is primarily inside, where the noise and temperature levels are moderate.
• The work is sedentary work that requires exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force to move objects.
• Must possess the physical ability to perceive the nature of sounds, make rational decisions through sound logic and deductive processes, express or exchange ideas by the spoken word, substantial movements (motions) with the hands, wrists, and/or fingers, and discern letters or numbers at a given distance.
• Additionally, the following physical abilities are required: balancing, climbing, crawling, crouching, feeling, grasping, handling, hearing, kneeling, manual dexterity, mental acuity, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity and walking.