.5 Secretary, Elementary-Bilingual Preferred

4 weeks ago

Sunnyside, United States Sunnyside School Full time

2024-2025 School Year

Must be 21 years of age or older.

Required: Must upload a copy of High School diploma, High School transcript, or G.E.D.

POSITION TITLE: .5 Secretary, Elementary-Bilingual Preferred

LOCATION: Outlook Elementary

DATE POSTED: 05/16/2024

JOB NUMBER: CL011-25-04

HOURS/DAYS: 4.0/215

BENEFITS: PSE Secretaries/Clerical Benefits

Sunnyside School District

JOB DESCRIPTION

JOB TITLE: Elementary/Secondary Secretary

REPORTS TO: Building Principal/Head Secretary

UNIT CLASSIFICATION: PSE Secretaries/Clerical

PRIMARY PURPOSE:

The primary purpose of the Elementary/Secondary Secretary is to provide secretarial and administrative support to the principal and other administrators. Assist with overseeing the daily operations of the school site. The secretary may be assigned a specific area of responsibility such as attendance, truancy petitions, enrollment, and/or Medicaid reporting. Has frequent contact with staff, parents, and students.

ESSENTIAL FUNCTIONS*:

  1. Respond to inquiries from a variety of internal and external parties by phone, letter, and/or in-person (e.g. staff, parents, students, public agencies, etc.) for the purpose of greeting visitors, interpreting, scheduling appointments, completing forms, and taking/relaying messages.
  2. Performs general clerical duties (e.g. filing, copying, faxing, multi-line phone coverage, etc.) for the purpose of supporting administrator and personnel.
  3. Prepare a wide variety of written materials (e.g. schedules, reports, memos, letters, handbooks, the student of the month, and bulletins) for the purpose of documenting activities and/or conveying information.
  4. Run attendance reports daily. Check attendance of each student and prepare letters as needed. If required, process truancy petition under the guidelines of the Juvenile Justice Department.
  5. Process and distribute Medicaid forms for a specific date for each staff member. Collect, verify, and make corrections as needed. Submit completed date to the district office.
  6. Maintains inventories of supplies and materials for the purpose of ensuring items' availability.
  7. Enroll and register new students. Enter student data into Power School. Assist parents with completing enrollment packet. Request student records from the previous school attended.
  8. Monitors classroom coverage if substitutes are not available.
  9. Process student withdrawals.
  10. Copy and mail student records requested by other districts.
  11. Process discipline letters. Enter data into computer; make appropriate copies, file, and mail.
  12. Issue lunch cards for staff and students. Schedule pictures, upload, print, and distribute.
  13. Sort and distribute incoming/outgoing mail.
  14. Oversee daily student/visitor check-in/out of the building.
  15. Maintain inventory of office and staff supplies for the purpose of ensuring the availability of items as needed.
  16. Supports assigned administrative personnel to provide assistance with their administrative functions.
OTHER FUNCTIONS:
  1. Assist the school nurse with the administration of medication and/or first aid to students for the purpose of meeting immediate health care needs.
  2. Assist the head secretary to ensure that substitutes have been scheduled to cover employee absences on a daily basis.
  3. Support the head secretary with monthly payroll functions as needed. Process employee timesheets, absences affidavits, reconcile with AESOP. Check for accuracy and completeness prior to submitting to the Payroll Department.
  4. Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.


WORKING RELATIONSHIPS:

Reports to the Building Principal/Head Secretary. Interacts regularly with various administrators, students, support staff, and other school employees. Contacts with individuals outside of the district may include other school district personnel, parents, and vendors.

WORKING CONDITIONS:

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity.

The daily work is performed in an office setting. The job incumbent is often required to: sit for prolonged periods; be exposed to computer display terminal for prolonged periods; and stand for prolonged periods. The incumbent is sometimes required to: attend evening meetings or activities; lift or carry heavy objects; deal with distraught, angry or hostile individuals; be exposed to high noise levels, and meet externally imposed and inflexible deadlines.

QUALIFICATIONS:

*Must be 21 years of age or older

Education and Experience

High school diploma or GED required.

Previous clerical/office experience or two years of college enrolled in business/secretarial or related courses preferred.

Experience in basic accounting and budgeting preferred.

Experience in formatting and creating word documents and excel spreadsheets.

Required Knowledge, Skills, and Abilities

Skills are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including pertinent software applications; planning and managing projects, and performing basic bookkeeping and record keeping.

Specific knowledge required to satisfactorily perform the functions of the job includes concepts of grammar and punctuation; bookkeeping principles and general accounting.

Ability to work with a wide diversity of individuals; work with a variety of data; and utilize specific, job-related equipment.

Licenses/Special Requirements

Valid Washington State Drivers' license or photo identification.

Social Security Card.

WSP/FBI fingerprint/background clearance.

Valid CPR/First Aid Certification

FAIR LABOR STANDARDS ACT:

EVALUATION: Principal

* * The list of essential functions in this job description is not exhaustive and may be supplemented as necessary by determination of an appropriate administrator and Human Resources.

Approved by:

Appropriate Administrator (date) Human Resources (date)

Last Revision (date): November 22, 2022

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