School Secretary

POSITION TITLE                                             School Secretary
SCHOOL/DEPARTMENT                                 Assigned school
SALARY                                                           Salary Grade 58 plus supplement
FLSA STATUS                                                  Non-exempt
REPORTS TO                                                   Principal
SUPERVISES                                                   None
WORK WEEK SCHEDULE                                 Monday – Friday
WORK HOURS                                                 40
NUMBER OF MONTHS PER YEAR                    12

POSITION PURPOSE:

The School Secretary provides clerical support to the school principal and other school administrators. The Secretary performs a variety of clerical, secretarial, and general office assistance duties that involve the support of an office operation, program, or work group.

Work involves typing and processing correspondence, reports, forms, and other materials.

This requires the use of a personal computer, typewriter (where applicable), and other office machines, as well as the application of judgment based on general knowledge of the operations of the school office. Additionally, the secretary is responsible for screening and routing materials according to the content of the communication and resolving questions and problems using established procedures, referring unusual situations to others for guidance. Inquiries may be in person, electronically, or by phone. Specific duties may vary based on the school level and allocation of duties among staff.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Assists the principal and the administrative team with maintaining records, including but not limited to student records, personnel records, meeting information, calendars, etc.
2. Maintains files of general records, data files, documents, correspondence, forms, reports, and other materials
3. Posts information to departmental records according to standard procedures
4. Provides First Aid/Medication Administration – primary first responder and medication administrator. Maintains documentation of all medications administered.
5. Maintains a daily teacher attendance log and the concomitant records for substitute teachers.
6. Maintains daily and monthly student attendance records
7. Maintains a log of visitors to the school as well as a record of the students’ arrival and departure during the school day
8. Maintains stock supplies and orders as needed and distributes stock to employees, as requested
9. Answers phone calls and routes them to the proper person or department
10. Answers questions regarding routine matters
11. Performs routine clerical and office duties, including but not limited to typing, completing forms, permits, notices, and form letters

12. Manages telephone message system (office hours, inclement weather, and other recorded messages)
13. Maintains the office meeting calendar and schedules meetings held at the school
14. Assists school faculty and staff with requests, paperwork, correspondence, etc., as needed
15. Submits work orders for repairs and maintenance requests
16. Operates copying machines, calculators, personal computers, facsimile machines, and other office equipment
17. Maintains, sorts, and distributes mail for the school
18. Assists personnel with the mailing and distribution of various documents and communications
19. Supervises students who are waiting in the office to see administrative staff for various reasons
20. Operates the intercom and call system and provides information via the school’s public addresssystem
21. Performs a variety of minor administrative tasks to relieve a supervisor of office details
22. Assists the public at the front desk as needed (backup for receptionist or attendance secretary)
23. Provides coverage for other office staff as needed
24. Performs other duties as assigned by the Principal

EDUCATION, TRAINING, AND EXPERIENCE

•High School Diploma supplemented by various courses in business, typing, data processing, and bookkeeping
•One (1) to two (2) years of experience in clerical work in a school setting
•Any equivalent combination of training and experience that provides the required knowledge, skills, and abilities

PREFERRED QUALIFICATIONS:

•Associate’s Degree from an accredited institution in Secretarial Science, Business or related area

•Five (5) years or more of related school experience

•Bilingual Preferred

KNOWLEDGE, SKILLS, AND ABILITIES:

•Thorough knowledge of standard office practices, procedures, and equipment
•Thorough knowledge of the school system, routine, and procedures
•General knowledge of business English, spelling, and arithmetic
•Ability to establish and maintain effective working relationships with associates
•Ability to work under pressure
•Ability to organize and perform work independently
•Ability to type at a reasonable rate of speed, take and transcribe dictation (as necessary)
•Ability to prepare and maintain computerized records and systems
•Ability to meet the public courteously and effectively
•Ability to plan and supervise the work of others, if requested to do so

CERTIFICATION AND LICENSE REQUIREMENTS
•Must possess a valid driver’s license issued by the NC Department of Motor Vehicles

WORKING CONDITIONS:
PHYSICAL DEMANDS
Work is considered light physical work requiring the exertion of up to 20 pounds of force.
WORK ENVIRONMENT
Employees in this position are required to work in indoor and outdoor environments and come into direct contact with OCS staff, students, and the public.

DISCLAIMER: The above statements are intended to describe the general purpose and responsibilities assigned to this position. They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position. This description may be revised by the supervisor, with HR review and approval, at any time.