Office Secretary

Francis Howell School District Office Secretary - Secondary Job Description Purpose Statement The job of Office Secretary - Secondary is done for the purpose/s of providing secretarial support to school site; establishing and maintaining records; compiling and distributing materials and reports; and responding to inquiries from a variety of internal and external sources. This job reports to Site Administrator Essential Functions Administers first aid and prescription medications to students (under the direction of a health care professional), as needed, for the purpose of meeting immediate health care needs within established guidelines. Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions. Collects payments for a variety of events (e.g. fines, fees, and fund raisers, etc.) for the purpose of completing transactions and/or securing funds and submitting to appropriate personnel for processing. Compiles data (e.g. work orders, specialized reports, personnel records, discipline records, special education meeting schedule, etc.) for the purpose of preparing reports or processing requests. Coordinates assigned projects and/or activities (e.g. proper distribution of materials to a variety of departments, meetings, etc.) for the purpose of completing activities and/or delivering services in a timely fashion. Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items' availability. Maintains a variety of manual and electronic documents files and records (e.g. work orders, student discipline files, time sheets, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. Performs general clerical functions (e.g. scheduling, copying, faxing, data entry, filing, attendance reports, answering the phone, etc.) for the purpose of supporting office operations. Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, minutes, charts, periodic and ad-hoc reports, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information. Processes a variety of documents and materials (e.g. student identification records, student awards, student release and early dismissal forms, etc.) for the purpose of disseminating information in compliance with established administrative guidelines. Researches assigned topics (e.g. current practices, policies, e ducation codes, etc.) for the purpose of providing information for addressing department operations. Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction. Office Secretary - Secondary Page 1 of 3 Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; and preparing and maintaining accurate records. KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette. ABILITY is required to schedule activities, meetings, and/or events; gather and/or collate data; and use basic, job- related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; working as part of a team; and working with frequent interruptions. Responsibility Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization's services. Work Environment The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, 10% standing. The job is performed in a generally hazard free environment. Experience: Job related experience is required. FLSA Status Approval Date Salary Grade Non Exempt Education (Preferred): Revised Date Education (Minimum): High school diploma or equivalent. Schedules activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator. Other Functions Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit. Required Testing Certificates and Licenses None Specified None Specified Continuing Educ. / Training Clearances None Specified None Specified Office Secretary - Secondary Page 2 of 3 Empowering students to be lifelong learners prepared for the future. Office Secretary - Secondary Page 3 of 3