Middle School Secretary

SUMMARY: To assist in providing a well-organized, efficient school office in which students can take full advantage of the instructional program and available resources.

ESSENTIAL DUTIES AND RESPONSIBILITIES: Other duties may be assigned.

• Assist and accommodate school visitors.
• Receive and route incoming calls.
• Process incoming and outgoing mail.
• Maintain student attendance and record as required.
• Call parents/guardians to verify unexcused absences.
• Obtain assignments and prepare assignment sheets for students on extended absence or suspension as needed.
• Maintain teacher attendance and record substitute teachers.
• Obtain needed substitute teachers.
• Maintain permanent student records as required.
• Compile and distribute various reports, such as grade and progress.
• Produce class and student base lists.
• Produce master schedule for faculty and students as required.
• Coordinate and publish school calendar, such as meetings and use of facilities.
• Assign and update passwords and send parent/guardian letters for information systems.
• Provide clerical support, such as typing letters or recommendations, as requested by the building administrators.
• Create and update student demographics, such as updating STN, change of address or scheduling, in student information system.
• Prepare and submit state reports via student information system as required.
• Assign lockers and distribute locker combinations.
• Assist with State Board of Account audits as needed.
• Participate in training programs as assigned.

SUPERVISORY RESPONSIBILITIES:

None.

QUALIFICATION REQUIREMENTS: 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, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:

High school graduate or equivalent. Some college coursework specific to the secretarial field preferred. Experience with clerical/office duties strongly desired.

CERTIFICATES, LICENSES, REGISTRATIONS:

None.

LANGUAGE SKILLS:

Ability to read and comprehend correspondence, memos, instructions, and documents, such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write reports and correspondence using correct grammar, spelling, and punctuation. Ability to speak effectively with staff, students and community.

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. Ability to perform basic accounting skills.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.

OTHER SKILLS and ABILITIES:

Ability to operate personal computers and related software. Ability to operate a fax machine, copier, modems, telephone, and equipment used in the classroom for instructional purposes. Ability to type at a proficient level. Ability to interact positively with staff and the school community. Ability to communicate clearly and concisely both in oral and written form. Ability to work independently, to function effectively in a multi-task environment, and to interact positively with the public. Ability to maintain confidentiality about school and student business. Ability to establish and maintain effective working relationships with students, staff and community. Ability to maintain high attendance rate. Ability to perform duties with awareness of and compliance with related Board of School Trustees policies and state requirements.

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. 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 regularly required to sit and occasionally stand and walk. The employee must be able to see and read close work such as typed or handwritten material and have good depth perception. The employee must be able to hear conversation and to communicate through speech. Occasionally the employee will repeat the same hand, arm or finger motion many times. The employee is occasionally required to squat, stoop or kneel, reach above the head and reach forward. The employee must lift or move up to 50 pounds. The employee must be able to push items of 50 pounds or more, such as pushing materials on a cart.

WORK ENVIRONMENT: 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.

The noise level may vary depending upon the daily activities within the work environment, such as the number of people in the office. The work environment is frequently interrupted as the employee must meet multiple demands. The employee must constantly work to meet deadlines.

The information contained in this job description is for compliance with the Americans with Disabilities Act (ADA) 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.

August 2012

ABOUT NGSC:

North Gibson School Corporation proudly serves students and families from the communities of Princeton, Hazleton, Mt. Olympus, and Patoka, as well as the rural areas of northern Gibson County. We take pride in offering our students a tailored curriculum, developed locally by our professional teaching and administrative staff. Along with placing a high value on academics, we also take great pride in our extra-curricular and co-curricular activities, which provide many avenues for our students to be involved in their school community. Best of all, we are able to provide these excellent activities in some of the most up-to-date, technology rich facilities in the state of Indiana.