Title
Campus Secretary
Reports To
JECA Principal
Department
High School Campus
Compensation
CIS 306
Days
226
Revised: 06/02/2023
PRIMARY PURPOSE:
Assist in the attainment of district objectives by ensuring that office management is conducted in an effective and efficient manner.
QUALIFICATIONS
Education and Certification Requirements
- High school graduate or GED equivalent
- College transcript verifying fifteen semester hours of credit; or three years of general/clerical/secretarial experience.
- Clerical applicants are required to demonstrate proficiency in four skill areas related to technology and program application [software applications, accessing data, data application, and written communication] before continuing within the process towards possible employment.
- Candidate must have satisfactory outcome of fingerprinting background check
Knowledge and Skills
- Effective communication and interpersonal skills (oral and written)
- Strong Organizational skills
- Leadership skills
- Ability to maintain confidentiality
- Knowledge of basic accounting principals
- Proficient skills with the use of personal computer and software to develop spreadsheets and databases and do word processing
- Ability to multi-task and problem solve
- Ability to communicate and to maintain effective working relationships with administrators, teachers, other auxiliary personnel, students and the community.
Experience
- Minimum of three (3) years of general clerical/secretarial experience; may be substituted for fifteen semester hours of college credit; or two years of experience as secretary/clerk, preferably in a public education environment.
MAJOR RESPONSIBILITIES AND DUTIES:
(The following statements describe the general purpose and responsibilities assigned and should not be construed as an exhaustive list of all responsibilities, skills, efforts, or working conditions that may be assigned or skills that may be required.)
- Perform secretarial duties for the Principal and supervise the workflow of the campus front office as assigned.
- Respond to administration, parent, student and community concerns, as applicable, by providing accurate and timely information.
- Based on the knowledge of the Principal views and expectations, compose correspondence about administrative matters and general office policies for review and approval by the Principal.
- Anticipate and prepare materials needed by the Principal and make the necessary arrangements for conferences, meetings, appointments, telephone calls/messages, etc.
- Keep the Principal appraised on matters that need to be immediately addressed or require immediate attention/action.
- Prepare reports, summaries, studies, replies to inquiries, etc., by independently selecting the appropriate sources of information and submit such report to the Principal for review and approval.
- Monitor the budget and complete all payroll reporting documents for the campus as directed by the Principal.
- Maintain accurate and timely payroll information to include attendance reporting, and absence reports as applicable.
- Establish and maintain recordkeeping procedures for the campus front office as assigned.
- Prepare and edit materials prior to duplicating, distributing, or posting.
- Understand how the mission and policies of the campus relate to the missions of other departments/campuses and the overall District.
- Screen requests and responses utilizing knowledge of campus procedures and determine which requests should be handled by campus administration.
- Communicate effectively with the Public and apply district and campus policies and procedures in formulating responses for the general public.
- Procurement of office materials, equipment, supplies for campus and maintain accurate inventory of campus physical assets.
- Prepare all requisitions, purchase orders, and payments for review and approval by the Principal.
- Assign correspondence to appropriate administrator for necessary action and manage incoming and outgoing mail for the Principal.
- Serve as public relations liaison for the Principal.
- Perform other duties as assigned, based on department needs
- Must complete designated district technology proficiencies each year
- Requires a basic knowledge of technology/computer skills
- Ability to use personal computer to access district programs, emails, and other resources
- Maintain a consistent professional demeanor and appearance
- Ensure compliance with the Texas Educator's Code of Ethics
- Daily attendance and punctuality at work are essential functions of the job
Supervisory Responsibilities:
N/A
Equipment Used:
- Office equipment - personal computer, printer, calculator, multi-line telephone, software programs and peripherals, copier, fax, and other equipment applicable to position.
Mental Demands:
- Ability to read, concentrate, communicate effectively (verbally and written), interpret, reason, understand verbal instructions, memorize, coordinate, compile, compute, analyze, differentiate
- Work with frequent interruptions and maintain emotional control under stress
Physical Demands:
- Frequent: Sitting, standing, walking, climbing stairs and/or ramps, balancing, stooping, kneeling, crouching, crawling, pulling, pushing, reaching, repetitive hand motions, hearing, speaking clearly, visual acuity, distinguishing colors, driving, traveling
- Occasional: Lifting, moderate, 15-44 pounds
Environmental Factors:
- Frequent exposure to: temperature extremes (hot and cold), humidity extremes, noise, low or intense illumination, vibration
- Occasional exposure to: biological hazards (communicable diseases, bacteria, insects, mold, fungi, etc.), work alone, work prolonged or irregular hours
- Work alone, work prolonged or irregular hours
Nondiscrimination Statement:
The Judson School District considers applicants for all positions without regard to race, color, national origin, age, religion, sex, marital or veteran status, the presence of a medical condition, disability, or any other legally protected status.