Attendance / PPO Secretary (High School)

POSITION TITLE:  Attendance /  PPO Secretary

High School 7:00 – 3:00

QUALIFICATIONS:          

1. High School Diploma, required.
2. Associate’s Degree or accredited secretarial training, preferred.
3. One to three years of previous experience in an office and/or educational environment preferred.
4. Able to work independently and establish priorities to meet deadlines.
5. Able to follow procedures and practices in a timely and accurate manner.
6. Maintain confidentiality in all job related functions.
7. Basic knowledge of computer applications and Microsoft Office programs such as Word, Access, Excel, Power Point and Outlook.
8. Excellent communication skills, both written and verbal, required.
9. Basic knowledge of office machines (copiers, fax, typewriter, telephone, etc.)
10. Strong organizational skills.
11. Excellent customer service skills.
12. Ability to work as part of a team.
13. Ability to be flexible and perform other tasks as assigned.
14. Understanding of general accounting procedures and office management.             

REPORTS TO:  Building Principal or designee

ACCOUNTABILITY OBJECTIVE:

The position is responsible for providing administrative support to the Building Principal and/or Associate Principals in the following areas: coordinating office activities, scheduling appointments, greeting visitors, and preparing internal/external communications.  Additional duties associated with fiscal activities like purchase orders, allocation, material ordering, and payment fulfillment are expected.  The secretary must use initiative and judgment in the performance of duties and is expected to relieved Building and Associate Principals of minor office details.  The work involves confidential and personal matters. The secretary should be able to use independent judgment in determining various issues that do not involved major deviations from established policies or procedures.  Responsibility for varied public contacts is a very important part in the position.  The secretary should understand program needs and anticipate/respond accordingly. 

PERFORMANCE ACCOUNTABILITIES:

1. Type all correspondence, process mail and perform general office functions including acting as receptionist and clerical support for the main office.
2. Screen and direct calls.
3. Maintain office records in an orderly and current manner.
4. Design and modify forms.
5. Maintains confidentiality of office information and records.
6. Accurate, orderly, accessible, and confidential maintenance of office files.
7. Assist in the daily operations of the office.
8. Preparation of daily absence reports listing absent and tardy pupils by name.
9. Receipt, recording and return of teacher absence reports daily.
10. Issuance of tardy slips, admission to class slips and early dismissal slips to students.
11. Summer duties shall include general clerical duties in the same school office.
12. Completion of the individual school’s record of new students and withdrawals.
13. Keeping records of student withdrawals as to the type, reason, etc.
14. Monitor attendance for tutoring and SAT programs.
15. Back up Curriculum Secretary when necessary to pull daily absence reports and teacher schedules to assist Principals with teacher coverage process.
16. Other general or specific duties as assigned by Principals and Associate Principals
17. Maintains office equipment.
18. Respond to parent concerns and questions.
19. Process the registration of students entering the district.
20. Complete verification of residency procedures, and process records for all withdrawing students.
21. Screen and direct telephone calls.
22. File and keep office records in order.
23. Elementary and Middle School assists in general office secretarial duties for Guidance Office
24. Process Transportation registration for students entering the District.

1. Assists principal with special projects.
2. All other duties assigned by building Principals and Associate Principals, including photocopying services.

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.

• Sitting for extended period of time
• Lifting, carrying, pushing, pulling 35 pounds
• Ability to kneel, crouch, bend and reach to retrieve and handle teaching materials and supplies
• Moving fingers and hands in a repetitive manner
• Ability to speak clearly and distinctly when communicating
• Hearing clearly
• Adequate vision to perform duties

The information contained in this job description is for compliance with 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

TERMS OF EMPLOYMENT: Per PHESP Collective Bargaining Agreement

APPROVED BY

THE SUPERVISOR: _________________________          DATE: ____________

REVIEWED BY

THE INCUMBENT: __________________________           DATE: ____________