WARREN COUNTY PUBLIC SCHOOLS

JOB TITLE: School Secretary LOCATION: Various Schools Within Division

JOB CATERGORY: Professional/Support PAY SCALE: Grade 8

FLSA: Non-exempt IMMEDIATE SUPERVISOR: Building Administrator

GENERAL DEFINITION AND CONDITIONS OF WORK

Performs a variety of office clerical duties and processes and transmits information to the staff and other organizations as directed.

ESSENTIAL FUNCTIONS/TYPICAL TASKS

The minimum performance expectations may include, but not be limited to, the following functions/tasks:

• Maintains and respects confidentiality of student and school personnel information;
• Serves as secretary to the building administrator(s) and staff; provides information; prepares correspondences and related matters; prepares and maintains files and records; assists teachers, parents and students;
• Serves as a receptionist, receives and greets persons or groups calling on building administrator(s); answers telephones, provides information, takes and dispatches messages;
• Records daily attendance and calls from parents for absent students;
• Maintains records of excessive student absences and unexcused absences;
• Processes general correspondence, memorandum, reports, schedules, manuals, bulletins, agendas, purchase orders, and other materials from rough draft, copy, marginal notes, or verbal instruction;
• Answers correspondence as directed by building administrator(s);
• Maintains appointment calendar, schedules appointments, conferences, and meetings;
• Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures;
• Maintains records and generates appropriate reports;
• Requisitions supplies and materials for office and office copy equipment;
• Receives, sorts and processes mail;
• Operates standard office equipment to include, word-processing and data processing equipment, copiers, laminators, etc .;
• Supplies routine information to staff members, building administrator(s), and others;
• Completes accident reports;
• Makes announcements on public address system;
• Maintains student files and responds to transcript requests;
• Prepares files and records for entering and withdrawing students;
• Handles a variety of routine technical and administrative assignments;
• Assists with scheduling substitutes and maintaining attendance records;
• Photocopies and prepares booklets, handouts, and general correspondences for building administration;
• Monitors and maintains operational function of the photocopy machine;
• Takes all necessary and reasonable precautions to protect students, equipment, materials, and facilities;
• Complies with and supports school and division regulations and policies;
• Maintains proper boundaries with students at all times, assuring respect for the ethical and legal duties in the staff-student relationship and the essential duty to serve as a role model;
• Provides a good role model in appearance, demeanor, dress and behavior for the students served;
• Models non-discriminatory practices in all activities;
• Performs related duties as assigned by building administrator(s) in accordance with the school/system policies and practices.

KNOWLEDGE, SKILLS AND ABILITIES

General know ledge of standard office practices, procedures, equipment and secretarial techniques; thorough know ledge of business, language, spelling and arithmetic ; ability to word process accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to meet the public effectively; ability to operate a variety of office equipment; skill in the use of data and word processing equipment; ability to establish and maintain effective working relationships with others; ability to follow oral and written instructions.

EDUCATION AND EXPERIENCE

Candidate must possess any combination of education and experience equivalent to graduation from high school including or supplemented by courses in general office practices and procedures and clerical and secretarial experience.

SPECIAL REQUIREMENTS

Must possess word processing skills. Candidates must possess the ability to administer to students’ physical illnesses, injuries, and/or needs. Candidate must possess good moral character and is expected to be a role model, in and out of the school.

PHYSICAL DEMANDS/REQUIREMENTS

This is sedentary work requiring stooping, kneeling, crouching, reaching, pulling, routine lifting up to approximately 20 pounds, grasping, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word, and conveying detailed or important instructions to others accurately, loudly, or quickly; hearing is required to perceive information at normal spoken word levels, and to receive detailed information through oral communications and/or to make fine distinctions in sound; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work.

EVALUATION

The building administrator(s) will evaluate performance on the ability and effectiveness in carrying out the above responsibilities.