Substitute Secretary- District Wide

Description: This is an on-call position. Pay is $13.00 per hour.

Job Summary

Performs secretarial duties that support the effective management of district operations.

Qualifications

• High school diploma. An acceptable score on a pre-employment test may is required.
• Post-secondary business school training or equivalent secretarial work experience is desirable.
• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug-free workplace rules and board policies.
• Multitasking ability and strong diplomacy skills. Congenial telephone etiquette.
• Keeps current with technology and other workplace innovations that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.
• Accounting skills and the ability to consistently accurately compute and record mathematical data.
• Gives careful attention to details and effective customer-service.
• Ability to physically manage bulky and/or unwieldy packages.
• Additional training and work experience deemed essential by the board of education and administration at the time of hire.
  
  

Essential Functions

• Coordinates office workflow. Monitors work progress. Helps staff as needed to meet deadlines.
• Upholds board policies and follows administrative guidelines/procedures. Promotes a professional image of the school district. Encourages community partnerships that enhance district programs.
• Promotes effective communications and assistance. Uses problem-solving techniques to tactfully address questions/concerns. Refers policy interpretation inquiries to administrative staff.
• Keeps informed about program and procedure changes. Greets and assists office visitors. Answers and directs phone calls. Takes messages. Manages calls efficiently to keep lines open.
• Schedules appointments as directed. Maintains an office calendar. Prepares bulletin/message boards and displays as directed. Keeps administrators/staff informed about scheduled events.
• Helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.). Verifies the accuracy of database information as directed.
• Performs student registration activities. Helps families/students locate district information and materials.
• Helps prepare complete and systematic records. Assembles data for analysis and/or forecasting. Facilitates collaborative work with auditors.
• Obtains vendor price quotes. Analyzes comparative data. Prepares purchase orders as directed. Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, etc.).
• Receives deliveries. Inspects packages. Verifies contents with packing lists and purchase orders. Records receipt date. Verifies invoices for payment. Tags fixed assets as directed.
• Organizes and stores supplies. Maintains an inventory control system. Deducts requisitioned stock from the inventory database. Reorders consumable supplies as needed.
• Prepare materials for shipping (e.g., returns, repairs, etc.).
• Performs a complete physical inventory of equipment/supplies as directed.
• Processes approved invoices for payment. Maintains a completed payment file.
• Maintains a building-use calendar. Processes rental contracts/invoices. Records payments.
• Composes and types routine correspondence, memos, notes, forms, etc.
• Transcribes, types, duplicates, assembles, and processes routine documents and special mailings.
• Collects, compiles, edits, and types statistical data and reports as directed.
• Helps gather information and types grant/foundation proposals as directed.
• Assists with committee assignments and/or special projects as directed.
• Uses photocopy/duplicating equipment. Fixes minor malfunctions. Contacts vendors as needed.
• Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
• Maintains forms related to administrative procedures and program functions.
• Discards archived records following the board-adopted records retention/disposal schedule.
• Respects personal privacy. Maintains the confidentiality of privileged information.
• Keeps current with advances in office technology. Updates office procedures.
• Cross-trains with department staff and assists with unexpected/urgent situations as needed.
• Participates in staff meetings and professional growth opportunities as directed.
• Takes precautions to ensure safety. Watches for conduct and situations that may indicate a problem. Works with supervisors to manage or eliminate risk factors.
• Reports suspected child abuse and/or neglect to civil authorities as required by law.
• Strives to develop rapport and serves as a positive role model for others.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Performs other specific job-related duties as directed.
  
  

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Working Conditions

Employees are expected to comply with health/safety laws and district policies/procedures.

Workers should exercise good judgment and caution when involved in the following situations.

• Balancing, bending, crouching, kneeling, reaching, and standing.
• Exposure to adverse weather conditions and temperature extremes.
• Exposure to blood-borne pathogens and communicable diseases.
• Interactions with aggressive, disruptive, and/or unruly individuals.
• Operating and/or riding in a vehicle.
• Performing repetitive tasks quickly.
• Lifting, carrying, and moving work-related supplies/equipment.
• Traveling to meetings and work assignments.
• Using a computer keyboard and monitor for prolonged periods.
  
  

Application Procedure

apply on-line.

The Warrensville Heights City Schools is an equal opportunity employer and does not discriminate in the recruitment, placement, maintenance, promotion or termination of employees on the basis of race, sex, religion or national origin