Centralia Intermediate Building Secretary

Building Office Manager - Intermediate

Reports to: Building Principal 

General Summary:  This position’s primary responsibility is to provide clerical support to building principals in accordance with district policies and procedures.  The duties are best characterized as functions requiring careful attention to detail and the ability to work independently with minimal supervision and the ability to manage situations requiring tact, diplomacy, and discretion. 

Essential Functions 

• New student enrollment/student records 
• Prepare new student registration packets
• Set up and work new student enrollment at beginning of year
• Register new students throughout the year
• Enter new student data into PowerSchool program
• Report cards copied and distributed to teachers
• Quarterly tardy reports run and distributed to teachers 
• Security paperwork file/tag enrollment cards
• Prepare student packets. 
• Attendance
• Check in tardy students
• Call absent student’s parents
• Weekly attendance and tardies entered in SIS
• Monthly attendance reports
• Yearly attendance reports 
• September and January membership counts 
• Log student transfers (In/Out)
• Process paperwork for inactive students
• Update student information throughout the year on PowerSchool 
• Receptionist
• Check visitors in and out and assign badges
• Answer multiple phone lines
• Keep log of long distance phone calls
• Distribute students’ belongings (instruments, balloons, homework, etc.)
• General Office
• Run and distribute charge slips, attendance slips, tardies, homework forms, and medical slips 
• Distribute lunch envelopes and menus to all classes
• Update and copy routing slips
• Copy and post bus routes
• Update Student Handbook/Assignment Book and send to printer.  
• Distribute and collect money
• Prepare class lists, assign each student in computer, type weekly attendance sheets, and post lists.
• Update and print class lists to teachers and run address labels per teacher for class
• Type and distribute schedules to teachers
• Update building handbook and distribute
• Unbox and put away supplies
• Update and distribute sign-up sheets for P/T conferences (for public report) 
• Distribute assembly information 
• Type and run off supply lists for next year’s grade for final report cards
• Record Keeping
• Check out keys to teachers and staff
• Update and distribute phone tree for staff
• Update and distribute phone classroom list within the school
• Process Free and Reduced lunch forms (enter in computer as necessary)
• Keep file of teacher notes and newsletters
• Process request for purchase orders 
• Balance SA Accounts
• Deposits 
• Inventory
• Yearbook Orders
• Check out teachers at the end of the year
• Organize special projects for buildings (shirts, etc)
• Log sick days for staff
• Tally lunch count and inform food service
• Correspondence/Communications
• Update mailboxes and distribute mail
• Request homework if necessary
• Liaison for PTA projects and special events
• Type and distribute monthly notes home to students
• Update bulletin board 
• Announcements over intercom
• Copy and distribute honor roll certificates and incentives
• Type honor roll for bulletin board and newspaper
• Assist with other duties at the request of the Principal or Superintendent

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, skills and abilities required.  Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. 

Qualifications:

• Education level - High school graduate 

• Certification or Licensure - None, however, a keyboarding skills test will be administered

• Experience desired - Experience in school setting and at least three years clerical/office management experience.
• Other requirements - Must successfully pass a background check and drug test that are satisfactory to the Board of Education.  Courteous telephone manners; the ability to communicate effectively with students,parents, patrons, and school personnel; good work attitude with a positive and pleasant disposition; the ability to perform a fully range of clerical duties requiring a high degree of organizational skills; initiative; strong multi-tasking ability; sound judgment; knowledge of school policy and procedures; excellent typing and computer skills; and good attendance record.   Examples of technology used: Microsoft Office applications, Internet, School Information System (Infinite Campus), fax, and copier.

Evaluated By:  Building Principal

Length of Contract: At Will

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification.  They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.  Responsibilities and duties assigned are at the discretion of the superintendent.