Secretary Fegely Middle School

**Position Description - Middle School Secretary**

Hours: 6:15 am - 2:45 pm

FLSA Status: Non-Exempt (Hourly)

Job Class: Full Time/School Year

Reports to: School Principal

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Assist the Principal and staff by creating a culture of collaboration and acceptance in a safe and secure learning environment; ensure the efficient running of a professional, welcoming office, and provide secretarial support to assigned personnel; communicate information to staff, students, parents, the public, and other districts in a friendly and professional manner; orient personnel and offer administrative support; ensure compliance with financial, legal and administrative requirements; and provide information and/or direction as may be requested.

**DUTIES AND RESPONSIBILITIES**: The following responsibilities are essential functions, plus any other duties that may be required by the employer. Specific duties and responsibilities will be assigned by the Principal or supervisor.
- Meet and interact with the public and staff with a professional appearance and demeanor, tact, discretion, civility, and courtesy
- Provide a variety of clerical duties involving all but the most complex matters
- Maintain accurate, neat, and effective electronic and manual filing systems and databases
- Sort and classify incoming mail and other information for efficient disbursement to appropriate recipients
- Prepare letters, memoranda, reports, bulletins, handbooks, questionnaires, requisitions, and other materials from marginal notes, rough drafts and verbal instructions
- Compile information from various sources on a variety of standardized forms
- Assist in the orientation and training of employees or volunteers
- Assist with substitute teachers
- Handle confidential information with complete security
- Gather and prepare appropriate accounting information
- Maintain office bulletin board
- Request monthly budget activity reports for program staff
- Assist with and log fire, earthquake, and emergency drills
- Enroll and discharge students, including requesting records from prior schools, and distribute school records with appropriate release
- Maintain classroom key distribution and record-keeping
- Assist with special programs such as the Backpack program, various fundraisers, convocations, field trip forms, testing, etc.
- Keep records as required by law or requested by the Administrators
- Handle paperwork for suspensions, expulsions, report cards, attendance, discipline, and enter all requested data into the appropriate databases
- Maintains inventories of supplies and materials for the purpose of ensuring items availability
- Supports teachers and support personnel with the purpose of furthering the PTS mission statement
- Coordinates a variety of programs and activities (e.g. meetings, site in-service day activities, workshops, ceremonies, dances, luncheons, field trips, etc.) for the purpose of delivering services in conformance to established guidelines
- Monitors assigned district activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements
- Performs record keeping (confidential and non-confidential student and staff files and other record keeping) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supplying stakeholders with necessary materials
- Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information
- Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements
- Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
- Other duties as assigned by the building principal or supervisor

QUALIFICATIONS AND SKILLS:

- HS diploma required, college experience/degree preferred
- Experience as administrative support in an educational setting preferred
- Have strong sense of customer service and business etiquette
- Ability to maintain a pleasant, friendly, and helpful attitude in a fast-paced office environment with regular interruptions
- Ability to multitask, problem solve, and adapt to challenging situations
- Have excellent integrity and demonstrate good moral character and initiative
- Ability to relate well with students, staff, administrators, parents, and the community
- Ability to communicate effectively, written and verbally
- Ability to maintain financial records and balance budgets
- Ability to maintain confidentiality of student and staff records

**PHYSICAL DEMANDS**:
The physical demands described here are representative of those that must be