Elementary School Secretary

Reports to: Principal

Job Objectives: Performs secretarial, receptionist, and office management functions.

Minimum Qualifications:

• High school diploma or GED. Post-secondary training is desirable.
• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• Documented evidence of a clear criminal record.
• Congenial telephone etiquette and experience operating a multi-line system.
• Proficient in office protocol and the use of business equipment.
• Proficient in the use of office and management information software.
• Proficient in data entry, spelling, proofreading, and the correct use of grammar.
• Bookkeeping skills and the ability to apply advanced mathematical concepts.
• Multitasking ability and strong interpersonal skills.
• Basic first aid skills.
• Meets all prerequisite qualifications to be bonded.

Responsibilities and Essential Functions: The following duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

• Performs secretarial and administrative support functions. Organizes and maintains a functional filing system that ensures the safe retention of office records. Keeps materials properly filed to maintain an orderly office.
• Upholds board policies and follows administrative procedures.
• Promotes a favorable image of the school district.
• Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person or office.
• Refers inquiries requiring policy interpretation to administrative staff.
• Initiates emergency procedures during the absence of the principal.
• Answers the telephone. Learns the names of key district staff. Monitors the sign-in/out register. Directs calls based on the nature of the inquiry. Takes messages.
• Manages calls efficiently to keep telephone lines open. Places long distance calls for restricted lines. Maintains a long distance log to properly account for charges.
• Maintains an office calendar. Schedules appointments as directed.
• Helps communicate information about weather delays and emergencies.
• Respects personal privacy. Maintains the confidentiality of privileged information.
• Prepares displays and bulletin boards as directed.
• Processes incoming, outgoing, interoffice mail and faxes. Updates names on staff mailboxes. Helps prepare special mailings.
• Provides teachers with typed class list for permanent record.
• Uses the computerized database to prepare and maintain student and educational management information as directed.
• Helps prepare newsletters, notices, and public announcements.
• Prepares requisitions as directed. Receives, stores, and inventories office supplies.
• Notifies recipients about the arrival of packages.
• Receives, sorts, and counts money collected in the building as directed. Prepares records suitable for audits. Prepares and makes bank deposits.
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects class attendance forms. Prepares daily attendance records.
• Maintains staff and student medical emergency authorization forms.
• Monitors students sent to the office for illness or discipline reasons.
• Renders basic first aid and administers student prescriptions and/or over-the-counter drugs as directed by board policy.
• Notifies teachers about homework requests for absent students.
• Prepares enrollment/withdrawal records. Prepares permanent records, class schedules, etc.
• Updates, duplicates, and collates student/parent and teacher handbooks.
• Monitors bus communications. Conveys information as needed.
• Helps coordinate school programs (e.g., student orientation, open houses, parent conferences, recognition activities, staff in-service programs, etc.).
• Schedules building rentals. Prepares contracts as directed.
• Places calls for maintenance and repair services as directed.
• Takes precautions to ensure student safety. Reports unauthorized persons or suspicious circumstances immediately.
• Reports evidence of suspected child abuse as required by law.
• Keeps current with advances in office technology. Updates office procedures.
• Participates in staff meetings and professional growth activities as directed.
• Accepts responsibility for personal decisions and conduct. Strives to develop rapport and serve as a positive role model for others.
• Performs other specific job-related duties as directed.

Abilities Required: The following aptitudes and physical skills are essential for the successful performance of assigned duties.

• Demonstrates professionalism and maintains a positive work attitude.
• Takes the initiative to identify and solve problems independently.
• Works cooperatively to support a successful team effort.
• Communicates effectively using verbal, nonverbal, and writing skills.
• Reacts productively to interruptions and changing conditions.
• Operates office equipment efficiently and accurately.
• Lifts, carries, and/or moves office supplies and equipment.
• Maintains an acceptable attendance record and is punctual.
• Travels to meetings and work assignments.

Supervisory Responsibility: Under the direction of the principal: schedules meaningful work assignments, provides instructions, and communicates expectations to assigned office staff. Monitors and helps assigned staff successfully accomplish delegated duties.

Working Conditions: Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable.

• Potential for exposure to blood borne pathogens and communicable diseases.
• Potential for interaction with disruptive and/or unruly individuals.
• Exposure to adverse weather conditions and seasonal temperature extremes.
• Duties may require operating and/or riding in a vehicle.
• Duties may require prolonged use of a computer keyboard and monitor.
• Duties may require detailed paperwork.
• Duties may require working under time constraints to meet deadlines.
• Duties may require working during the evening and/or weekend.

Performance Evaluation: Job performance is evaluated according to the policy provisions adopted by the Fostoria City School District Board of Education.

The Fostoria City School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, sex, national origin, age, or disability. This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.