26-27 SY Secretary

BEGINNING DATE: 26-27 School Year 

Supervisor: Principal

Terms of Employment: 205 days

SALARY: grade 21 step 1 based on approved salary schedule 

APPLICATION:  

IN-DISTRICT: Letter of interest through School Spring - Applicant Tracking. 

OUT-OF-DISTRICT: Complete application through the School Spring - Applicant Tracking 

Job Summary:

Serves as secretary for an Elementary School office and assists the Principal and staff with administration of the school to provide an efficient and pleasant work environment.

Essential Duties and Responsibilities:

• Greets visitors, receives telephone calls, takes messages, directs to appropriate staff member.
• Types, prepares, distributes files records, reports, correspondence, mailings using computers and software.
• Communicates with others using telephone and computer mail systems.
• Schedules appointments and meetings.
• Performs research and prepares reports.
• Maintains records, documents and files in hard copy files and on computer databases and retrieves information from files.
• Receives, sorts and distributes mail.
• Takes and transcribes notes for correspondence and at meetings.
• Makes travel arrangements.
• Orders, processes, and maintains office supplies & equipment.
• Operates modern office equipment including a PC and related software.
• Writes out honor roll and perfect attendance certificates.
• Maintains enrollment and daily attendance reports
• Monitors activity and operational funds.
• Enrolls and withdraws students.
• Maintains and updates permanent records
• Locates substitutes.
• Assists with translation.
• Schedules school photos.
• Maintains book and equipment inventory, unpacks, verifies and distributes book orders to teachers.
• Comply bus feeder reports.
• Maintaining student records as required by the State utilizing the network Student
• Management system.
• Provide reports of the NM Accountability Data System to the district for submission to the State Department of Education.
• May assist students with minor medical care needs.
• Performs related duties as required.

QUALIFICATIONS: 

Applicant must be highly qualified which requires one of the following and a complete application on file to be eligible for the position: 

• High school diploma or GED certificate.  Must have clerical and typing test on file with passing scores.

KNOWLEDGE OF:

• First Aid.
• School site-specific practices and policies.
• Preparing letters, documents and reports.
• Modern office procedures, equipment, and practices.
• Filing systems.
• District policies and procedures.
• Basic record keeping and filing techniques.
• Correct English usage, grammar, spelling, punctuation, and vocabulary.
• Telephone techniques and etiquette.
• Computer and software operation.
• District organization and operations.

Ablility to:

• Perform the duties required.
• Perform modern office practices, procedures and operate equipment.
• Perform clerical duties such as filing, duplication and maintaining records.
• Operate a computer terminal and software programs.
• Understand and follow oral and written directions.
• Meet schedules and timelines.
• Prepare reports, letters and other documents.
• Maintain files and records and retrieve information.
• Work cooperatively with others.
• Communicate effectively both orally and in writing.
• Word process at 45 WPM.

EDUCATION AND EXPERIENCE:

High school diploma or general education degree (GED); one year related experience

in a school office preferred.  Bilingual strongly preferred.

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 people. 

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. 
• Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. 

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.

CERTIFICATES, LICENSES, REGISTRATIONS:

None required.

 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.
• While performing the duties of this job, the employee is required to use hands to finger, handle, or feel; reach with hands and arms; and talk or hear.
• The employee is required to stand, walk, and sit.  The employee is required to climb or balance; stoop, kneel, crouch, or crawl; and taste or smell. 
• The employee must lift and/or move up to 25 pounds. 
• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

WORK ENVIORMENT:

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. While performing the duties of this job, the employee regularly works in indoor

conditions and regularly works near video display.  The noise level in the work environment is usually moderate.

THE DEMING PUBLIC SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER AND DOES NOT DISCRIMINATE ON THE BASIS OF RACE, NATIONAL ORIGIN, RELIGION, AGE, SEX, MARITAL STATUS, OR HANDICAP IN COMPLIANCE WITH FEDERAL AND STATE LAWS

Revised September 2009