Head Secretary

Job Description

To perform this job successfully, an individual must be able to perform the essential job functions satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary job functions herein described. Since every duty associated with this position may not be described herein, employees may be required to perform duties not specifically spelled out in the job description, but which may be reasonably considered to be incidental in the performing of their duties just as though they were written out in this job description.

**GRPS MISSION**: Our mission is to ensure that all students are educated, self-directed and productive members of society.

Secretary - Head

**Department**: Elementary/Secondary

**Bargaining Unit**: Grand Rapids Association of Educational Office (GRAEOP)

**Salary**: $19.29/hour

JOB SUMMARY

The Head Secretary is responsible for providing clerical support to the building administrators to insure the efficient operation of the school office.

ESSENTIAL JOB FUNCTIONS

Essential functions under the Americans with Disabilities Act may include any of the following duties, knowledge, and skills. This list is illustrative only and is not a comprehensive listing of all functions and duties performed by employees in this position. Regular on time and in person attendance is an essential function of this job. Other essential functions may include, but are not limited to the following:
Responsible for assisting the building administrator with implementing work rules and daily routines.
Responsible for acting as a liaison between clerical and managerial staff.
Responsible for guiding the work of other clerical staff to ensure work efficiency.
Plan and adjust the assignments of clerical staff to cover unexpected absences and work assignments.
Responsible for responding to customer complaints.
Responsible for building payroll, recording staff attendance and work with appropriate personnel to coordinate substitute staff.
Maintain records and prepare reports.
Responsible for monitoring and coordinating the site-based budget and accounting process, ordering, inventory, and distribution of supplies, purchasing of materials, purchasing card ordering and reconciliation.
Responsible for assuring proper collection and securing of funds collected in the school.
Responsible for maintaining the building calendar, including building use requests and coordinate with appropriate personnel.
Responsible for assuring all office equipment is in working condition.
Responsible for assisting with the coordination of the recording all student daily attendance.
Responsible for assisting the principal with implementing the student enrollment process.
Responsible for working with the nursing staff in the distribution of medication and health screening.
Responsible for regular secretarial duties for the building administration, including mail, communications, etc.
Responsible for issuing building keys.
Responsible for assisting in the preparation for all audits.
Responsible for the collection of all monies owed to the school.
Responsible for assisting the principals with TR student suspension.
Responsible for preparing for school opening and closing with the principal.
Responsible for preparing and coordinating the monthly school calendar and newsletter.
Responsible for assisting with the completion of all necessary and required reporting.
Interact with co-workers, administration, students, parents, and the community in positive, supportive, and cooperative ways.
Maintains school budget at the discretion of the principal.
In-person and on-time attendance is mandatory
Performs other duties as assigned.

QUALIFICATIONS

**Education and Experience**:
High School diploma or equivalent.
One year of successful previous secretarial experience.
Successful completion of secretarial testing in the areas of intermediate word, excel, basic math, grammar, and language arts.

**Preferred Qualifications**:
Working knowledge of the school system
Familiarity with BOE policies and procedures

**Knowledge, Skills, and Abilities**:
Excellent communication skills (verbal, written and interpersonal).
Demonstrated experience working with computers. Working knowledge of Windows based programs (word processing & spreadsheets).
Demonstrated excellent bookkeeping and financial records management skills.
Demonstrated effective office organizational and time management skills.
Demonstrated ability to work independently, adapt to changes in work priorities, procedures.
Demonstrated ability to communicate effectively both orally and in writing.
Demonstrated excellent attendance and punctuality.
Demonstrated ability to work in a diverse environment.
Demonstrated leadership in working with staff and students.
Demonstrated ability to participate as a member of the team.
Demonstrated ability to handle confidential matters.
Demonstrated ability to adapt to changes in work priorities, procedures, e