Secretary - Austin Middle School
3 weeks ago
PRIMARY PURPOSE:
To effect the efficient operation of office routines and practices associated with a
busy yet productive and smoothly-run office, so that it can play its effective part
in the education process.
QUALIFICATIONS:
Minimum Education/Certification:
High school diploma or equivalent
Special Knowledge/Skills:
Strong communication both verbal and written, public relations, organizational
and interpersonal skills
Minimum > 40 WPM typing
Use software to develop spreadsheets, databases, and financial applications
Maintain accurate and auditable records
Knowledge of basic accounting principles
Follow verbal and written instructions
Perform a variety of tasks often changing assignment on short notice
Work well with students, parents, community members and campus staff
Work Conditions:
Tools/Equipment Used: Standard office equipment including personal computer and
peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including prolonged keyboarding & use of a mouse;
occasional reaching
Lifting: Occasional lifting and carrying (less than 50 pounds)
Environment: Work with frequent interruptions in a small office space;
Must maintain professional demeanor under stress;
Must have problem-solving skills;
Occasional prolonged and irregular hours;
Biological exposure to bacteria and communicable diseases
Regular attendance is an essential function
Minimum Experience:
Two years of successful experience as a secretary or prior experience in bookkeeping
MAJOR RESPONSIBILITIES AND DUTIES:
- Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
- Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit payroll according to established procedures and deadlines.
- Type teacher bulletins, faculty directory information, reports, memos, monthly statements, and updates faculty handbook and other campus based information.
- Place and receive telephone calls, and record messages, or route messages as necessary. Also, answers questions of callers or visitors according to school policy.
- Apprise the principal of dates, appointments, phone calls, etc.
- Maintain campus inventory, types requisitions and distributes campus supplies.
- Administer medication to students, check temperatures, and notify parents of student illness in nurse's or health room clerk's absence (as needed).
- Compile, maintain, and file all reports, records, and other documents as required. Maintain student records, entries and withdrawals according to established procedures.
- Assume responsibility for all files and processes incoming correspondence as instructed.
- Prepare and make deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).
- Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
- Maintain all daily records of student attendance to be used for school, local district and state reports.
- Receive, read, sort, file, and deliver all incoming school and U. S. mail.
- Operate various types of machines used in report figuring, duplicating materials and teaching and/or classroom use.
- Clean machines and make minor repairs or report major malfunctions to the proper department.
- Receive, sort, and distribute mail and other documents to department staff.
- Maintain confidentiality of information.
- Follow district safety protocols and emergency procedures.
- Comply with policies established by federal and state laws and regulations, and local board policy.
- Perform other duties as assigned.
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