Building Secretary

**ESSENTIAL FUNCTIONS** include the following. Other duties may be assigned.

BEGINNING OF SCHOOL YEAR
- Schedule new students in PowerSchool and give teachers new student information.
- Withdraw students not returning.
- Complete take-home packets for Middie Kickoff.
- Prepare handbooks for the teachers, handbooks for parents and extracurricular guides typed and copies made.
- Prepare for new staff by setting up mailboxes and informing them about school/office procedures.
- Help prepare and type school-opening materials for principal to distribute to staff and parents.
- Set up books and ledgers for upcoming year.
- Collect fees for lunch.
- Type cumulative folders as well as update cumulative folders and move forward one year.
- Run enrollment demographics for every student by teacher.
- Print bus list for each classroom teacher.
- Print a list of after school pick-up students.
- Update phone messages.
- Update staff information in PowerSchool.
- Create new IEP/Speech folders.

TRANSCRIPTS
- Mail and send transcripts for all outgoing and incoming students. For outgoing students, all records must be up-to-date in the cumulative folder, and the folder should be filed at the back of the grade level.

HEALTH CLINIC
- Help cover the health clinic if needed.

PHONES/VISITORS
- Answer phones/make calls as needed.
- Greet and assist visitors.
- Scan IDs through Raptor/verify background checks and prepare visitor badges for all individuals entering the school building.
- Deliver items to classrooms as needed.

CONFIDENTIAL INFORMATION
- Keep all student and principal information confidential.

END OF SCHOOL YEAR
- Store grades and mail report cards; place a copy in each student’s cumulative folder.
- Oversee inventory for classrooms and additional rooms.
- Mass scheduling of students in classrooms (June).
- Deliver 3rd Grade cumulative folders to Heritage Intermediate School.
- Complete initial and final attendance report.
- Balance all ledger sheets and checks and send to Administration Building.
- Order supplies for upcoming school year.

ADDITIONAL DUTIES
- Duties as assigned by principal.
- Copy machine and laminator maintenance.
- Assist teachers with photocopying as needed.
- Help keep supply room stocked and maintained.
- Order supplies as needed.
- Fill out attendance record for payroll and process payroll for Certified, Classified, and substitute teachers.
- Schedule/coordinate/distribute school pictures/retakes.
- Prepare state reports.
- Assist with field trip forms for teachers and bus drivers.
- Coordinate dates for after school activities such as Happy Day Club.
- Organize Kindergarten Round-up
- Prepare parent/teacher conference forms and schedules.
- Prepare paperwork for guest teachers.
- Monitor payroll clock-ins and clock-outs, messages, and requests for leave.
- Monitor sub requests and vacancies in SmartFind Express.
- Maintain school calendar on Eventlink with all activities.
- Review cameras as needed, noting times/dates of incidents.

**QUALIFICATION REQUIREMENTS**:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

**EDUCATION and/or EXPERIENCE**:
A minimum of a High school diploma or general education degree (GED); and one to three months related experience and/or training; or equivalent combination of education and experience.

**CERTIFICATES, LICENSES, REGISTRATIONS**:
Valid state driver's license - operator permit

**LANGUAGE SKILLS**:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.

Ability to speak effectively before groups of school employees, students or parents.

**MATHEMATICAL SKILL**:
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

**REASONING ABILITY**:
Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

**OTHER SKILLS and ABILITIES**:
**PHYSICAL DEMANDS**:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls,