School Support Secretary

Description

• This classification is distinguished from other clerical staff in that incumbents provide difficult and specialized clerical and office support functions for the Principal, Assistant Principal, and/or Counselor at the high school level. Assigned work requires the use of judgment in selecting appropriate procedures and solving routine to non-routine problems based on knowledge gained through experience.

Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

The duties listed below are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related or a logical assignment to this class.

• Serves as clerical support for the Principal, Assistant Principal and/or Counselor; types, formats, revises, prints, and distributes correspondence, memoranda, calendars, requests, forms, lists, reports, and other documents; types from rough notes, drafts, and oral instructions; composes routine correspondence; enters and revises data in databases and generates reports, suspension letters, grading packets, and enrollment records; prepares and compiles packets; sends and receives faxes.
  
• Answers, screens, and routes telephone calls; takes and distributes student messages; receives parent/guardian visitors; receives calls from parents/guardians; contacts parents/guardians to pick up students; answers written inquiries for standard information.
  
• Types suspension, referral, and removal letters for signature; prepares class lists and addendums; prepares and processes grading packets; organizes and verifies student enrollment packets.
  
• Maintains office files and records; creates new files and folders; retrieves, duplicates, and distributes copies of reports, forms, records, and documents; requests and provides reports for Information Systems.
  
• Schedules meetings, arranges appointments with parents/guardians and students; maintains master calendar; provides information to parents, teachers, students, and staff regarding school policies and procedures.
  
• Sends out and signs in student call slips; assists teachers with students schedules, phone numbers, and addresses; removes students from classes as directed.
  
• Assists with registration; updates counseling cards; maintains student rosters, class lists, and progress reports.
  
• Maintains graduation records; orders diplomas; prepares printing requisitions; assists in the preparations of graduation seating chart.
  

• Provides transcript and records information.
  
• Provides research and performs special projects, as requested.
  
• Performs other related duties, as assigned.

Qualifications

MINIMUM QUALIFICATIONS

Knowledge of:

• Office administration practices and procedures.
  
• Principles and practices of sound business communication; correct English usage, including spelling, grammar, and punctuation.
  
• District organization, functions, rules, policies, and procedures applicable to office operations.
  
• Computer hardware and standard business software including word processing and spreadsheets.
  
• Basic research techniques, methods, and procedures.
  

• Operate a computer terminal and computer using word processing, spreadsheet, and other business software.
  
• Operate other standard office equipment.
  
• Organize, set priorities, and exercise sound judgment within areas of responsibility.
  
• Interpret, apply, and reach sound decisions in accordance with District and department policies and procedures.
  
• Organize and maintain office and specialized files.
  
• Compose routine correspondence from brief instructions.
  
• Communicate clearly and effectively, orally, and in writing.
  
• Maintain sensitive and confidential information.
  
• Understand and follow written and oral instructions.
  
• Prepare clear, accurate, and concise records and standard correspondence.
  
• Use tact, discretion, and courtesy in dealing with sensitive situations and individuals.
  
• Establish and maintain effective working relationships with District administrators, staff, students, parents, the public, and others encountered in the course of work.
  

• Graduation from high school, G.E.D equivalent, or higher education, and;
  
• Two (2) years of increasingly responsible office administrative or secretarial experience.
  

• Lift, carry, push, pull, bend, twist, stoop, kneel, walk, run, and crawl.
• Perform light physical exertion.
• Lift 25 pounds.
• Reach in all directions.
• Stand, sit, and walk for extended periods of time.
• Work at a desk, conference table or in meetings of various configurations.
• Read, interpret, and apply rules, regulations, policies and procedures.
  

Examination Information

Examination Information:

After the evaluation of minimum qualifications, examination parts for this recruitment may include but are not limited to the following: scored supplemental questionnaire, written exam, performance exam, oral appraisal interview, physical ability test, oral presentation, project assignment, etc.

Applicants must submit a full application. Failure to submit a complete application will result in disqualification from this recruitment.