What are the responsibilities and job description for the Secretary - Main Office Thunder Bay Junior High position at ALPENA PUBLIC SCHOOLS?
Alpena Public Schools is accepting applications for Main Office Secretary at Thunder Bay Junior High School.
Internal bids will be accepted until the end of the day May 15, 2026.
See attached job description for additional information.
REQUIREMENTS:
Alpena Public Schools is an equal opportunity employer and will not discriminate against any employee or applicant on the basis of age, color, disability, gender, national origin, race, religion, sexual orientation, veteran status, or any classification protected by federal, state, or local law.
Position Title: Junior High School Main Office Secretary
Department: Secondary Instruction
Reports To: Principal
Location: Thunder Bay Junior High School
Unit/Group: USW 211
FTE: 1.0
Job Classification: B/Hourly Work Days: 217
SUMMARY: Serves as secretarial support to the principal/assistant principal and facilitates for the varied constituents of the school public being served.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
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Other duties may be assigned.
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Sends Restorative Center communication to appropriate staff members.
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Prepares Restorative Center reports for the Behavior Team.
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Assists with correspondence/reporting for the Behavior Team.
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Processes and enters data for the Restorative Center, including but not limited to, entry into the student information system, teacher notifications, parent letters, student tracking, etc.
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Maintains the Chill-Out Pass Log and assists counselors when needed.
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Reviews account coding to ensure compliance with the district’s chart of accounts.
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Orders, inventories and approves payment of General Ledger supplies, including teacher, staff, office supplies, and textbooks.
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Disburses and collects textbooks.
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Monitors general fund account budget expenditures by placing orders, processing purchase orders and warehouse requisitions, coding invoices and purchase orders to correct account codes, and reconciling school purchasing card. Uses own vehicle for shopping trips for school supplies.
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Distributes mail.
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Maintains postage machine and handles outgoing mail postage, including priority mailing of student records.
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Maintains copy machines in the office and workrooms and orders supplies/calls for repairs and service as needed.
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Assists with student passes to/from office.
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Maintains school records and files for building, principal and related requirements.
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Types, prepares, distributes, files records/reports, correspondence, etc. related to building functions.
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Places and receives telephone calls, takes messages, routes calls.
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Utilizes software for attendance, scheduling, grade reporting and other functions as needed for accurate student recordkeeping to provide support, as needed.
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Responds to telephone inquiries regarding school programs and activities.
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Supplies information to callers and records messages.
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Performs a variety of clerical duties such as typing and photocopying.
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Assists office staff with special projects.
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Provides additional support for office staff when needed.
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Maintains confidentiality of records and student matters.Follows FERPA regulations as it pertains to student information.
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Shall be required to cross train in all other building secretarial positions, and serve as a backup as needed per administrator’s discretion and request.
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Interprets, applies, explains, and follows district policies and school procedures and regulations.
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Maintains regular and reliable attendance.
- Reviews email communications regularly and responds as needed.
SUPERVISORY RESPONSIBILITIES:
Students and Parent Helpers.
QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE:
High school diploma or general education degree (GED) plus three to five years general office work and/or training, or equivalent combination of education and experience.
LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of an organization.
MATHEMATICAL SKILLS:
Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
REASONING ABILITY:
Ability to apply common-sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
OTHER SKILLS and ABILITIES:
Ability to complete the G-Suite Applied Digital Skills lessons within six (6) months after employment with an opportunity to become G-Suite certified upon successful completion. Ability to operate office machines and personal computer and related software. Possess the ability to maintain the bookkeeping function of the school and operate related computer software. Ability to develop effective working relationships with students, staff, and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee frequently is required to walk. The employee is occasionally required to stand and reach with hands and arms. Specific vision abilities required by this job include close vision and depth perception. Occasionally the employee will lift up to 10 lbs. such as to lift files and paper.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate to loud.
The employee shall remain free of any alcohol or non-prescription controlled substance use and/or abuse in the workplace throughout his/her employment in the District.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.