Job Description

Class Title:

School Secretary I

PRIMARY FUNCTION

Under general supervision, serves as secretary to the principal; assists the principal by relieving him/her of clerical and administrative details; coordinates and personally performs a variety of difficult clerical tasks; does related work as required, consistent with job description.

ORGANIZATIONAL RELATIONSHIPS

Directly responsible to designated administrators.

ESSENTIAL JOB FUNCTIONS

Acts as secretary to the principal

Coordinates the work of other clerical staff

Maintains confidential files

Receives callers in person and over the telephone, answering questions regarding school matters or scheduling appointments with a principal, assistant principal, or other staff members

Coordinates and personally performs a variety of difficult clerical work

Transcribes dictation of letters and reports, memorandums, newsletters, and other documents

Maintains inventory and prepares attendance reports for school employees

Receives, opens, and distributes mail

Makes arrangements for the use of school facilities by community groups

Requisitions and distributes supplies

Arranges for necessary repairs to office equipment; assists in accounting for school funds

Operates typewriter, copying and duplicating machines, adding machines, and school communication equipment

Prepares data for processing; operates a computer terminal and utilizes the available programs

Learns and interprets school district policies, rules, and regulations and apply them with good judgment in a variety of procedural matters without immediate supervision

Learns to use the District’s computer system and utilizes the available programs

Performs difficult and responsible clerical work with speed and accuracy

Compiles and maintains accurate and complete records and reports

Makes arithmetical calculations with speed and accuracy.

DEMONSTRATED KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

Modern office practices, procedures and equipment.

Operation of a computer and assigned software.

Terminology, processes and operations of assigned office or program.

Record-keeping and filing techniques.

Telephone techniques and etiquette.

Basic research methods and report preparation techniques.

Correct English usage, grammar, spelling, punctuation and vocabulary.

Interpersonal skills using tact, patience and courtesy.

Applicable laws, codes, rules and regulations.

Oral and written communication skills.

Basic budgeting practices regarding monitoring and control.

Basic math.

Proper methods of storing equipment, materials and supplies.

ABILITY TO:

Communicate effectively with students, parents, staff and administration.

Interpret, apply and explain applicable laws, codes, rules, regulations, policies and procedures.

Answer telephones and greet the public courteously.

Maintain records, logs and files.

Learn principles of training and providing work direction and guidance to others.

Compile, assemble, verify and prepare data for records and reports.

Determine appropriate action within clearly defined guidelines.

Compose correspondence and written materials independently.

Work independently with little direction.

Establish and maintain cooperative and effective working relationships with others.

Meet schedules and time lines.

Plan and organize work.

Add, subtract, multiply and divide quickly and accurately.

Operate a variety of office equipment including a computer and assigned software.

Be able to multitask

Maintain consistent, punctual and regular attendance.

Move hands and fingers to operate a computer keyboard.

Hear and speak to exchange information in person and on the telephone.

Sit or stand for extended periods of time.

See to read a variety of materials.

Bend at the waist, kneel or crouch to file materials.

QUALIFICATIONS

Type at a speed of thirty-five (35) words per minute

Take dictation and transcribe manually at a speed of eighty (80) words a minute or use dictation equipment

Pass qualifying tests.

EXPERIENCE

Two (2) years of responsible and varied experience in stenographic and clerical work, preferable including at least one (1) year of experience in a school district.

Salary Range 29

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