Elementary Building Secretary

Title: SCHOOL SECRETARY File 208

Reports to: Principal

Job Objective: Performs secretarial duties that support the effective management of building operations.

Minimum · High school diploma. An acceptable score on a pre-employment test may be required.

Qualifications: · Post-secondary business school training or equivalent secretarial work experience is desirable.

• Meets all mandated health screening requirements.
• A record free of criminal violations that would prohibit public school employment.
• Embodies high ethical standards and integrity. Accepts responsibility for decisions and conduct.
• Complies with drug-free workplace rules, board policies, and administrative guidelines/procedures.
• Ability to establish working relationships with co-workers and function as part of a cohesive team.
• Commitment to keep current with work skills essential to the objectives of the position.
• Proficient in the use of computer hardware/software associated with the assignment.
• Ability to follow complex instructions and recognize/correct errors independently.
• Ability to interact comfortably and confidently with the public. Congenial telephone etiquette.
• Consistently dependable and flexible. Open to performing new responsibilities.
• Proficient in office protocols, data entry, spelling, proofreading, and the correct use of grammar.
• Record maintenance skills. Ability to accurately compute and record mathematical data.
• Energetic self-starter. Thorough, gives careful attention to details and effective customer-service.

Essential The following are typical work responsibilities. A reasonable accommodation may be made to

Functions: enable a qualified individual with a disability to perform essential functions.

• Provides secretarial services. Performs tasks that support departmental objectives. Takes the initiative to perform routine responsibilities independently.
• Advances the district's professional image. Maintains open/effective communications. Uses problem-solving techniques to tactfully address and resolve questions/concerns.
• Refers district policy interpretation inquiries to administrators.
• Facilitates teamwork. Seeks clarification when expectations are unclear. Helps resolve problems. Promotes a safe, efficient, and effective work/learning environment.
• Prepares computer documents. Maintains a systematic filing system that supports the efficient retrieval of records. Performs back up procedures to safeguard electronic/digital information.
• Prepares timely paperwork. Collects, formats, and edits information. Verifies the accuracy of data.
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, schedules, student lists, etc. Helps verify the legal residence and custody assignment of students.
• Processes interim reports, report cards, and supplemental information.
• Updates attendance policy information. Helps ensure that policies are uniformly enforced.
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms. Keeps the principal and guidance staff informed about chronic absenteeism, tardiness, and truancy concerns. Verifies attendance information for report cards.
• Contacts parents or guardians when the school has not been notified about an absent student.
• Notifies teachers about homework requests for absent students.
• Schedules and organizes materials for parent/student meetings. Prepares meeting transcripts. Maintains student discipline files (e.g., letters, expulsions, hearings, etc.).
• Facilitates communications between staff, parents, students, community agencies, etc.
• Collects and maintains staff and student medical emergency authorization forms.
• Administers medications and renders basic first aid when a school nurse is not available.
• Keeps informed about program/procedure changes. Routinely interacts with all departments and program services to ensure complete communications.
• Greets and assists office visitors. Answers/directs phone calls. Takes messages. Manages calls efficiently. Ensures that the telephone is not left unattended when temporarily leaving the office.
• Maintains an office calendar. Keeps administrators/staff informed about scheduled events.
• Composes and prepares routine correspondence, memos, notes, E-mails, etc.
• Maintains forms related to program functions. Updates handbooks, fact sheets, etc.
• Consults with building staff to ensure that shared resources/facilities are used effectively.
• Maintains a building-use calendar. Schedules community requests to use building facilities.
• Duplicates, assembles, and processes newsletters and special mailings.

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• Receives deliveries. Compares package contents with purchase order. Processes invoices for payment. Stores supplies. Maintains inventory records. Reorders supplies as needed.
• Maintains procurement files (e.g., transmittal letters, contracts, confirmations, guarantees, etc.).
• Assembles information for grant/foundation proposals as directed.
• Assists with special projects as directed. Helps coordinate building activities (e.g., conferences, open houses, orientation programs, recognition activities, in-service training, special events, etc.).
• Prepares photocopies. Fixes minor equipment malfunctions. Contacts vendors as directed.
• Processes incoming, outgoing, and interoffice mail and faxes.
• Discards archived documents following the board-adopted records retention/disposal schedule.
• Maintains the confidentiality of privileged information.
• Cross-trains with other office staff and assists with unexpected/urgent situations as needed.
• Participates in staff meetings and in-service training as directed.
• Supports workplace initiatives that enhance personal productivity and advance district goals.
• Takes precautions to ensure safety. Watches for conduct/situations that may indicate a problem. Works with supervisors to manage or eliminate risk factors.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Performs other specific job-related duties as directed.

Abilities The following personal characteristics and skills are important for the successful performance

Required: of assigned duties.

• Demonstrates professionalism and contributes to a positive work environment.
• Uses active listening, observation, reading, verbal, nonverbal, and writing skills effectively.
• Maintains an acceptable attendance record and is punctual.
• Anticipates time constraints. Manages tasks efficiently to meet deadlines.
• Reacts productively to interruptions and changing conditions.

Working Safety is essential to job performance. Employees must exercise caution and comply with

Conditions: standard safety regulations and district procedures 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.
• Interacting 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.

Performance Job performance is evaluated according to policy provisions and contractual agreements adopted

Evaluation: by the Graham Local School District Board of Education.

The Graham Local School District Board of Education is an equal opportunity employer. This job description identifies general responsibilities and is not intended to be a complete list of all duties performed. This document is subject to change in response to student demographics, staffing factors, funding variables, modified operating procedures, program/curriculum changes, and unforeseen events.