7779 School Secretary II - SMS

BASIC FUNCTION: Organize, coordinate, schedule and perform office functions at a large middle school; serve as secretary to the principal and coordinate communications between administrators, district and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned. Works mainly with discipline and athletics.

REPRESENTATIVE DUTIES:

• Organize, coordinate, schedule and perform a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a large middle school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines.
• Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences; independently compose letters, memoranda and bulletins as directed; take and transcribe dictation as required.
• Organize budget and financial material to maintain accurate fiscal records; record expenditures and transfer funds as appropriate; assist in the preparation of annual budgets and other annual reports.
• Coordinate the Principal's office, acting as receptionist, and contact and reference source for staff, students, parents and the public; perform public relations and communications services for the Principal.
• Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary; coordinate and maintain the school calendar of events.
• Train and provide work direction to clerical personnel, students and others as assigned.
• Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data.
• Collect and account for money collected in conjunction with student body funds, last lost or damaged books and other school activities; account for and maintain the cash fund as assigned; prepare student body financial report.
• Process the certificated and classified payroll including the completion and submission of time sheets to the supervisor and District Office; maintain accurate records with respect to personnel; assist substitute teachers and classified personnel by providing them with keys and materials; secure period substitutes and prepare substitute time sheets.
• Initiate office and general school supply purchase orders; receive, store and distribute supplies and office materials; maintain materials and equipment inventory; maintain department purchase orders.
• Perform a wide variety of problem-solving tasks in support of certificated, classified and management personnel.
• Operate a variety of office machines such as typewriter, copiers, calculator and computer equipment.
• Utilize a mimeograph machine for forms, certificates, passes, slips and a variety of other items.
• Perform First Aid according to established guidelines and procedures.
• Perform related duties as assigned.

    KNOWLEDGE OF:

• ? School office terminology, practices and procedures.
  ? Modern office practices, procedures and equipment.
  ? Financial and statistical record-keeping techniques.
  ? Receptionist and telephone techniques and etiquette.
  ? Letter and report writing skills.
  ? Health and safety regulations.
  ? Correct English usage, grammar, spelling, punctuation and vocabulary.
  ? Oral and written communication skills.
  ? Applicable sections of Kentucky Administrative Regulations and other applicable laws.
  ? Interpersonal skills using tact, patience and courtesy.
  ? District organization, operations, policies and objectives.
  ? First Aid practices.

EDUCATION AND EXPERIENCE:  Any combination equivalent to:  high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years (preferred) of varied and increasingly responsible office or secretarial experience involving public contact and record-keeping experience.

Additional Requirements: Must be able to pass criminal background check, physical, TB skin test, drug screen.  8 hours per day, 205 days per year prorated remainder of year.