Main Office Secretary (Leave Replacement)

Job Description 1601 Avenue D Snohomish, WA 98290 360-563-7233 Page 1 of 2 Job Title: Main Office Secretary: Elementary Classification: Office Personnel Reports To: Building or Department Administrator General Description: Under the supervision of the Building Administrator, is responsible for performing clerical duties in daily operations of the school office. This position may include, but not be limited to, the following performance responsibilities, qualifications, knowledge, skills and abilities. Performance Responsibilities/Essential Functions:

1. Provide general clerical assistance, photocopy, operate equipment, distribute mailings, process incoming mail and paperwork, produce data mining reports using student data base system, and prepare communications for administrator and staff to ensure proper execution of the office/school functions.
2. Coordinate and monitor daily attendance via student database programs; run attendance reports; monitor students with chronic attendance problems, consult with principal to determine appropriate course of action in order to meet proper state and federal regulations and communicate with parents to ensure students not present at school receive opportunities for continued educational services.
3. Process incident reports and student injury/illness forms as needed to assure the safety, well-being and proper care of students and staff. Communicate with parents as required.
4. Act as building receptionist, answer and direct calls, greet staff, students, parents and visitors. Provide requested information as appropriate in order to support the community and education process.
5. Assist in registering students; create registration files, maintain and update student cumulative files to ensure student records are accurate, complete and meet district, state and federal policies and regulations.
6. Process bus and pick up passes to ensure a timely, safe and secure transfer of students from school to home, daycare or other destinations.
7. Assist in the health room; check-in medication from parents, distribute medication, aid injured or ill students until they return to their regular activity or a parent can pick them up in order to provide for the safety of students and meet general health needs.
8. Assist in registration of students; maintain and update student data base to reflect proper enrollment for state reporting and staffing requirements and assist principal with enrollment projections for the new school year by keeping an accurate account of incoming and outgoing students, including entry of new kindergarten students, to ensure appropriate staffing of instructional programs and building operations while adhering to district guidelines and budget constraints.
9. Maintain and update information on school voice messages, reader boards and other means of communication to assure students and parents have current information about programs, school activities and special events.
10. Process various forms and reports, including accident, insurance and other district or state reports as required to assure compliance with district policies and state regulations.
11. Participates in new learning as determined by the district/building.
12. Perform other duties as assigned. Qualifications: Education and Experience:
13. High school diploma or equivalent.
14. Business training and/or three years of administrative assistant/secretarial experience including computer literacy and records maintenance.
15. Office experience in a similar position is preferred.
16. Blood Borne Pathogen Training, provided at time of hire. Knowledge, Skills, and Abilities:
17. Knowledge of general office procedures, including filing, recordkeeping, accounting, statistics and application of safety procedures related to performance responsibilities.
18. Knowledge and skills in computer usage, software and navigation.
19. Skills in organization, time management, flexibility and multitasking.
20. Skills in verbal and written communication.
21. Skills in accounting/bookkeeping procedures with accuracy and efficient data input.
22. Skills in Word, Excel, keyboarding, data entry and other computer programs.
23. Ability to independently respond to problematic situations and remain calm in stressful situations.
24. Ability to participate in annual kindergarten enrollment which is outside of a normally scheduled workday.
25. Ability to work well under pressure and to meet tight timelines with a high degree of accuracy.
26. Ability to maintain strict confidentiality of student information at all times, including on site, interdepartmentally, between buildings, and within the community.
27. Ability to take direction in a professional manner and follow through.
28. Ability to exercise sensitivity in dealing with individuals of diverse socio-economic backgrounds, cognitive and physical abilities as well as with individuals of diverse cultural and ethnic backgrounds.
29. Ability to maintain good working relations with co-workers, staff, students and community members.
30. Ability to follow SSD policies, procedures and protocols.
31. Ability to maintain a consistent presence at assigned work location and fulfill assigned hours.
32. Ability to provide a positive and service-oriented attitude to any and all staff, parents and community members. Working Environment & Physical Requirements: In terms of an 8-hour day, "Seldom" = 1-33%, "Occasionally" = 34-66%, "Frequently" = 67-100% Seldom: sit/stand, carry up to 10lbs., push/pull, twist, bend, squat/crouch, perform repetitive arm/hand motion including fingering/pinching/griping/keyboarding; Seldom/Occasionally: stoop, climb stairs, walk on uneven ground, reach above shoulder height; Occasionally/Frequently: lift up to 10 lbs., handle/grasp. Generally, the job requires 80% sitting, 10% walking, and 10% standing. This job description outlines the general nature and level of work performed by employees in this role. It is not intended to describe all duties, responsibilities, or qualifications. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job. Revised: 06/2020; 12/2024 (ADA)