Elementary School Secretary (209 days)

Title: SCHOOL SECRETARY File 209

Reports to: Principal

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

Minimum · High school diploma or GED. 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 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.
• Knowledgeable in the use of office equipment/software applications that supports job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.
• Bookkeeping skills and the ability to consistently compute mathematical data accurately.
• Gives careful attention to details and effective customer-service.
• Assignment may require successful completion of basic first aid and/or CPR training.

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. Organizes office activities. Takes the initiative to perform routine tasks independently. Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records. Maintains an orderly work area.
• Upholds board policies and follows administrative procedures. Promotes a professional image of the school district. Encourages community partnerships that enhance district programs.
• Greets and assists office visitors. Helps keep stakeholders informed about program and procedure changes. Uses problem-solving techniques to tactfully address concerns. Facilitates staff communications. Refers policy interpretation inquiries to administrative staff.
• 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.
• Updates staff/student handbooks, fact sheets, and program forms.
• Helps coordinate school activities (e.g., open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in-service training, etc.).
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, schedules, student lists, etc.
• Processes interim reports, report cards, and supplemental information.
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms.
• Prepares attendance records. 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.
• Collects and maintains staff and student medical emergency authorization forms.
• Administers medications and renders basic first aid when a school nurse is not available.
• Monitors students sent to the office for illness or discipline reasons.
• Monitors bus communications. Conveys information as needed.
• Processes student forms (e.g., work permits, driving permits, etc.). Secondary Assignment
• Prepares information for the High School Athletic Association. Secondary Assignment
• 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.

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• 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.
• Monitors and reorders office supplies to maintain reliable service levels.
• 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 other support staff as directed. Offers assistance when 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.

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.
• Models professional and ethical conduct. Assumes responsibility for decisions and conduct.
• Performs prescribed activities efficiently with limited supervision.
• Reacts productively to interruptions and changing conditions.
• Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
• Prepares accurate and timely paperwork. Verifies and correctly enters data.
• Maintains an acceptable attendance record and is punctual.

Working Exposure to the following situations may range from remote to frequent based on circumstances

Conditions: and factors that may not be predictable.

• Duties may require lifting, carrying, and moving work-related supplies/equipment.
• Duties may require operating and/or riding in a vehicle.
• Duties may require traveling to meetings and work assignments.
• Duties may require performing repetitive tasks quickly.
• Duties may require prolonged use of a computer keyboard and monitor.
• Duties may require bending, crouching, kneeling, reaching, and standing.
• Duties may require working under time constraints to meet deadlines.
• Potential for exposure to adverse weather conditions and temperature extremes.
• Potential for exposure to blood-borne pathogens and communicable diseases.
• Potential for interaction with aggressive, disruptive, and/or unruly individuals.

Performance Job performance including duties assigned by the superintendent are evaluated according to

Evaluation: policies/contractual agreements adopted by the Fairless Local School District Board of Education.

The Fairless 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, and other unforeseen events.