Secretary - Austin Middle School

Open Until Filled

PRIMARY PURPOSE:

To effect the efficient operation of office routines and practices associated with a

busy yet productive and smoothly-run office, so that it can play its effective part

in the education process.

QUALIFICATIONS:

Minimum Education/Certification:

High school diploma or equivalent

Special Knowledge/Skills:

Strong communication both verbal and written, public relations, organizational

and interpersonal skills

Minimum > 40 WPM typing

Use software to develop spreadsheets, databases, and financial applications

Maintain accurate and auditable records

Knowledge of basic accounting principles

Follow verbal and written instructions

Perform a variety of tasks often changing assignment on short notice

Work well with students, parents, community members and campus staff

Work Conditions:

Tools/Equipment Used: Standard office equipment including personal computer and

peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions including prolonged keyboarding & use of a mouse;

occasional reaching

Lifting: Occasional lifting and carrying (less than 50 pounds)

Environment: Work with frequent interruptions in a small office space;

Must maintain professional demeanor under stress;

Must have problem-solving skills;

Occasional prolonged and irregular hours;

Biological exposure to bacteria and communicable diseases

Regular attendance is an essential function

Minimum Experience:

Two years of successful experience as a secretary or prior experience in bookkeeping

MAJOR RESPONSIBILITIES AND DUTIES:

• Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
• Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit payroll according to established procedures and deadlines.
• Type teacher bulletins, faculty directory information, reports, memos, monthly statements, and updates faculty handbook and other campus based information.
• Place and receive telephone calls, and record messages, or route messages as necessary. Also, answers questions of callers or visitors according to school policy.
• Apprise the principal of dates, appointments, phone calls, etc.
• Maintain campus inventory, types requisitions and distributes campus supplies.
• Administer medication to students, check temperatures, and notify parents of student illness in nurse’s or health room clerk’s absence (as needed).
• Compile, maintain, and file all reports, records, and other documents as required. Maintain student records, entries and withdrawals according to established procedures.
• Assume responsibility for all files and processes incoming correspondence as instructed.
• Prepare and make deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).
• Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
• Maintain all daily records of student attendance to be used for school, local district and state reports.
• Receive, read, sort, file, and deliver all incoming school and U. S. mail.
• Operate various types of machines used in report figuring, duplicating materials and teaching and/or classroom use.
• Clean machines and make minor repairs or report major malfunctions to the proper department.
• Receive, sort, and distribute mail and other documents to department staff.
• Maintain confidentiality of information.
• Follow district safety protocols and emergency procedures.
• Comply with policies established by federal and state laws and regulations, and local board policy.
• Perform other duties as assigned.