2024-2025 Substitute Staff Support Secretary

3 weeks ago

Paducah, United States McCracken County Public Schools Full time
CLASS TITLE: STAFF SUPPORT SECRETARY

ESSENTIAL FUNCTION:

Perform a variety of responsible secretarial and clerical duties to assist a designated supervisor, including a Principal, Principal's secretary, Guidance Counselor or program supervisor; relieve supervisor of routine administrative details and general secretarial and clerical tasks.

BASIC REPRESENTATIVE DUTIES:

  • Implement all rules and regulations, policies and administrative guidelines as adopted by the Board of Education and/or the school SBDM Council.
  • Perform a variety of secretarial and clerical duties to assist a designated supervisor with routine administrative details and general clerical tasks; type, file and transcribe or compose letters, memoranda, documents, correspondence and bulletins as directed.
  • Assist with office activities and communications related to assigned school or program activities; assure the compliance with District policies and time lines; take and relay messages and information.
  • Type and prepare a variety of reports; maintain a variety of program, District, State records as required; requisition supplies, forms and maintenance work as needed, following established procedures.
  • Prepare and maintain financial records and budgets; process or prepare budgetary documents, requisitions and other financial or purchasing documents.
  • Greet visitors and answer phone calls; answer questions, provide information or direct individual to appropriate department or District employee; open, sort and distribute mail and other written communications.
  • Schedule appointments and meetings with students, parents, teachers, vendors and the general public.
  • Assist students with registration, orientation and student records; request records for new students and distribute records of withdrawn students to appropriate school.
  • Perform research, compute and compile information and prepare statistical reports.
  • Prepare and maintain records, reports, files and lists related to students, personnel, budgets, student records and attendance as required.
  • Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data; proofread and edit materials.
  • Coordinate schedules and meetings; serve as receptionist and a contact and reference source for staff, students, parents and the public.
  • Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary.
  • Operate a variety of office machines, including a microcomputer or computer terminal, typewriter, copiers and calculator.
  • Perform related duties as assigned.
  • Remain at work during the entire workday unless excused by immediate supervisor or designated representative.
  • Maintain a professional appearance.
  • Incorporate the use of technology in daily tasks.
  • Maintain regular attendance.
  • Adhere to the Professional Code of Ethics.

    KNOWLEDGE AND ABILITIES:

    KNOWLEDGE OF:
  • Modern office practices, procedures and equipment.
  • Receptionist and telephone techniques and etiquette.
  • Research techniques, practices and procedures.
  • Financial and statistical record-keeping techniques.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • Oral and written communication skills.
  • Applicable sections of Kentucky Administrative Regulations and other applicable laws.
  • Interpersonal skills using tact, patience and courtesy.
  • Operation of office machines including computer equipment.

    ABILITY TO:
  • Perform a variety of secretarial and clerical duties to assist a Principal's secretary or Guidance Counselors with routine administrative details and general clerical tasks.
  • Learn, interpret, apply and explain school and District policies, rules and objectives of assigned school or program.
  • Understand and interpret rules and written directions and apply to specific situations.
  • Compose correspondence independently.
  • Perform duties effectively with many demands on time and constant interruptions.

ABILITY TO - Continued:
  • Type at an acceptable rate of speed.
  • Establish and maintain effective working relationships with others.
  • Meet schedules and time lines.
  • Maintain records and prepare reports, including financial records.
  • Work confidentially with discretion.
  • Communicate effectively both orally and in writing.
  • Understand and follow oral and written directions.
  • Work independently with little direction.

    EDUCATION AND EXPERIENCE:

    Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and two years of increasingly responsible and varied secretarial and clerical experience.

TERMS OF EMPLOYMENT:

Salary and work year to be established by the Board.

EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Classified Personnel.

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