Schools Secretary (Enos Elementary School)

Classification: Non-Certified (Classified) Location: Assigned School 

Reports to: School Principal FLSA Status: Non-Exempt 

Bargaining Unit: Attendance Secretary (199 days), Elementary and Middle School Secretary (209 days), High School Secretary (219 days),  

Position Summary: 

This position provides clerical and office management support for a major division or subdivision of the school District. Incumbent serves as the administrative/clerical staff member responsible for supporting the office administrator. 

Supervision: 

Works with an elevated level of independence and professional discretion under the general supervision of a designated school administrator. Work is controlled and/or guided by state statute and state administrative code, professional practice, school and District policies and procedures, and directions and expectations as established by the administrator(s). 

Duties and Responsibilities listed may include, but are not limited to the following: 

1. Clerical Support. Provides clerical support to the office administrator and other administrative staff. Maintains appointment calendar to include scheduling and conflict resolution; schedules meetings; formats and types of correspondence, forms, memoranda, and reports from handwritten drafts, or computer drafts and distributes materials. At the discretion of the office administrator, may type and distribute staff bulletins and newsletters; schedule staff meetings and record and transcribe meeting minutes. Assists in providing clerical support to staff. Maintains confidential records, emergency procedures and information, and records and files for staff. May have regular authorization to sign designated forms for the administrator(s). As requested, or assigned, initiates and/or prepares or provides guidance in the preparation and distributes personnel documents and actions, and personnel related documents such as injury reports, on behalf of the administrator. Follows through to assure the personnel and related transactions are processed and to maintain awareness of and inform administrator of status of the action. 

1. Office support. Greets visitors entering the office and provides direction, guidance, and direct assistance on routine matters and personal areas of responsibility. Answers telephone and respond to inquiries; screens telephone calls; or redirects call based on knowledge of the office and the district. Receives, routes, distributes, and as appropriate redirects mail to staff. Assist staff in the use of equipment and in appropriate office and administrative procedures. Assist with maintaining calendar of events, recurring actions, deadlines, and report dates reminding staff of activities and dates as directed by administrator or supervisor. May assist with providing training to office support staff. May aid Deans of Students. 

1. Support for Office Work and Productivity. Prepares, develops, and maintains documents, data, and information in direct support of the functions, responsibilities, and staff of the office. Includes supporting materials, reports, records, background information, files, and records of subject matter material. May assist with receipting lunch or other school-related fees and fines. May also assist with daily deposit verification, reporting and reconciliation. 

1. Records and Files. Establishes, maintains, distributes, and archives office records consistent with state and District policies and procedures. Retrieves records when necessary. Maintains on-line data and records as required. Takes the initiative to implement and/or develop and maintain necessary inter office forms to respond to the needs of the building/department. 

1. Oversees Student registration and scheduling. 

1. Assist with enrollment reporting to the district. 

1. Assists with report cards and parent conference scheduling. 

1. Course code maintenance 

1. Maintains inventory and places orders following Taos Municipal Schools and NM PED’s procurement process. 

1. Prepares purchase requisition and submits it to the finance department.  

1. Required to follow Board policies and stay abreast of updates and changes. 

1. Performs other duties as assigned by administrator and/or designee. 

Minimum Qualifications: 

1. High school diploma or GED 

1. Associate degree preferred. 

1. Prior experience working in an office setting. 

Physical and Environmental Requirements of the Position: 

• The physical demands and work environment 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 frequently required to sit, lift, carry, move about, hear, and speak. Employee may be required to perform extensive work at a computer display terminal. 

• The employee must occasionally lift and/or move 25 to 50 pounds. 

• Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

• Employee may be required to interact with clients, customers, and staff who are emotionally upset, angry or distraught. In such interactions, employee must be able to maintain control, decorum, and professionalism. 

The information contained in this job description is for compliance with the American 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.