What are the responsibilities and job description for the Secretary to Director of Student Services & School Safety position at ADMINISTRATION?
POSITION TITLE: Secretary to Director of Student Services & School Safety
EXEMPTION STATUS: Non-exempt
REPORTS TO: Director of Student Services & School Safety
TERMS OF EMPLOYMENT: 12 months
HOURLY SALARY RANGE: Minimum $15.56, Midpoint $19.45, Maximum $23.34
Primary Purpose
Facilitate the efficient operation of the student services office and provide clerical services.
Qualifications
Education/Certification
High school diploma or GED
Special Knowledge/Skills
Ability to use computer and software to develop spreadsheets, databases, and perform word processing
Proficient keyboarding and file maintenance skills
Effective organizational, communication (verbal and written), and interpersonal skills
Basic math skills
Ability to speak and write Spanish, preferred
Experience
Three years secretarial experience, preferably in a public education environment
Major Responsibilities and Duties:
Office Management and Clerical Support
- Organize and manage the routine work activities in the office, coordinate projects, and assist with communication, tasks and issues related to the services of the office and programs administered by the directors.
- Receive calls and faxes, take reliable messages and route to appropriate staff.
- Receive, sort and distribute mail and other documents.
- Maintain a schedule of appointments and make travel arrangements for directors.
- Schedule various meetings including student discipline referrals, alternative school placements, expulsion hearing, and student reviews. Collect and file associated documents.
- Maintain inventory of communication devices confiscated from students.
- Maintain high degree of confidentiality.
Records, Reports and Correspondence
- Assist in compiling and processing information and data for various reports, maintain physical and computerized files, and prepare and distribute correspondence.
- Interpret policies, procedures and data, as necessary.
- Prepare agenda items for various meetings including committee meetings and Board of Trustees meetings.
- Initiate documents required for student transfers within and outside the District.
- Record changes in the Student/Parent Handbook and Student Code of Conduct handbook.
Budget
- Assist in the preparation of department budgets, perform routine bookkeeping, maintain budgets, process requisitions and reconcile accounts.
- Compile and submit payroll and leave reports for the departments.
Professional Growth and Development
- Keep informed of and comply with laws, policies and regulations concerning job functions.
- Participate in professional learning, staff meetings, and special events as assigned.
Communication
- Translate to and from English/Spanish for parents, guardians and other visitors.
- Articulate the district’s mission and goals to the community and solicit community support.
Mental Demands/Physical Demands/Environmental Factors
Tools/Equipment Used: Standard office equipment including computer, peripherals, and telephone
Posture: Prolonged sitting and walking, occasional kneeling/squatting, bending/stooping, pushing/pulling, twisting
Motion: Frequent repetitive hand motions, keyboarding, use of mouse, wrist flexion/extension
Lifting: Lifting and carrying up to 30 pounds without assistance, 30-55 pounds with assistance, and more than 55 pounds with appropriate assistance
Environment: Work is performed in an office setting, occasional irregular and/or prolonged hours
Mental Demands: Maintain emotional control under stress, work with frequent interruptions