School Secretary / Attendance Clerk

QUALIFICATIONS:

Any combination equivalent to high school diploma or G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law, and responsible and varied secretarial experience; possess the necessary literacy skills to fulfill the performance responsibilities of the job.

REPORTS TO:

Principal

PRIMARY JOB GOAL:

To efficiently and pleasantly oversee the smooth and effective operation of the school office so that the office's maximum positive impact on the education of the children of the school can be realized; to perform highly responsible secretarial duties and provide clerical support to the faculty and staff of the school for the successful implementation of the school's programs and services.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:

Knowledge of school administrative office principles, procedures, practices, and equipment; knowledge of school/district organization, operations, policies, and objectives; excellence in business English, grammar, spelling, punctuation, and telephone techniques and etiquette; ability to communicate clearly and concisely, both orally and in writing; ability to maintain a pleasant attitude and to establish and maintain effective working relationships with others and work effectively under minimum supervision; possess skills in various office equipment including copy machines, typewriters, computers, word processors, and peripheral equipment; proficient typing and keyboarding skills; ability to work under pressure to meet the demands of the job; ability to establish and maintain a variety of complex and confidential files and records; ability to work confidentially with discretion; possess organizational skills and skills in basic accounting for the purpose of maintaining basic financial and other ledgers.

PERFORMANCE RESPONSIBILITIES:

-Serves as secretary to the school by relieving the faculty and staff of routine clerical details.

-Assists in the management of the school office as directed by the Principal and reports to open the office each morning.

-Promotes harmony and good will with the public in a manner that merits their respect.

-Greets and receives all visitors courteously; determines their needs and either schedules appointments with them or escorts them to the proper person.

-Maintains an attractive and comfortable reception area.

-Insures that office desks, typewriters, machines, etc., are kept clean and properly maintained.

-Answers the telephone for the school and responds appropriately to requests for information; takes phone messages for faculty, staff, and students.

-Provides detailed and technical information concerning school policies, procedures, and established regulations.

-If applicable, keeps records of long distance telephone calls and incoming collect calls.

-Assists in the distribution of incoming mail; assists in the preparation of outgoing mail.

-Enrolls, or assists in enrolling, all new and incoming students and maintains an up-to-date alphabetized listing of all students enrolled in the school.

-Assists in the orientation of new and substitute employees.

-Assists in distributing books and related supplies; assists in maintaining the book storage area.

-If applicable, contacts, as needed, all substitutes, both certified and classified, of the need for a substitute.

-Orders office supplies as needed.

-Obtains, gathers, and organizes pertinent and faculty data as needed and puts into usable form.

-Maintains an alphabetical file or list of staff members' names, addresses, room locations, and telephone numbers.

-Maintains a regular filing system, as well as a set of locked confidential files, and, as instructed, processes incoming correspondence.

-Classifies materials in a systematic way with labels or other appropriate identification data.

-Clears files at designated intervals under the Principal's direction.

-Types routine school correspondence as directed by the Principal.

-Operates office copy and other duplicating machines, computers, printers, and/or binders, and helps control their usage.

-Types and copies teacher materials as time allows and as directed by the Principal.

-Assists in insuring proper filing and maintenance of student records in the administrative office area.

-If applicable, prepares daily student absentee report; works with the Principal and Counselor on communicating with parents concerning student absences.

-Assists in preparation of the Principal's Monthly Attendance Report.

-Assists in the preparation of all school annual reports.

-If applicable, processes all changes and adjustments in student schedules and keeps records of class rolls and schedules.

-Assists in maintaining a file of office and classroom inventories of equipment, supplies, and books.

-For school secretaries assigned bookkeeping duties: assists the principal in budget development; maintains a complete set of records of all financial transactions of the school; records details of financial transactions on appropriate ledgers and balances recorded entries; prepares financial statements, income statements, and cost reports; computes and records cash receipt summaries; reconciles cancelled checks with bank statements; prepares the monthly school activity report.

-If applicable, collects and accounts for monies collected in conjunction with school activities; secures monies and processes according to established procedures.

-If applicable, assists in the distribution and tracking all school purchase orders.

-If applicable, maintains a daily faculty/staff attendance log and a monthly record for substitute employees; completes attendance reports on the school's faculty/staff twice a month for submission to the Secretary to the Personnel Director/Federal Programs Coordinator for processing.

-If applicable, serves as Recording Secretary to the school's Site-Based Decision Making Council.

-Assists in administering first aid to ill or injured students; contacts the school nurse as appropriate.

-Works on student immunizations and physicals by monitoring expiration dates, sending proper information out as needed, etc.

-If applicable, works with Principal on discipline referrals and detention notices.

-Performs related duties and assumes other responsibilities as may be assigned by the building Principal and the Superintendent.