Substitute Secretary

STOW-MUNROE FALLS CITY SCHOOL DISTRICT

JOB DESCRIPTION

Title: SCHOOL SECRETARY File 220

Reports to: Principal

Job Objective: Performs secretarial duties that support the effective management of school operations.

Minimum • High school diploma or GED. An acceptable score on a pre-employment test may be required.

Qualifications: Post-secondary business school training or equivalent secretarial work experience is desirable.

• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug-free workplace rules and board policies.
• Multitasking ability and strong diplomacy skills. Congenial telephone etiquette.
• Keeps current with technology and other workplace innovations that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.
• Accounting skills and the ability to consistently accurately compute and record mathematical data.
• Energetic self-starter. Gives careful attention to details and effective customer-service.
• Assignment may require successful completion of basic first aid and/or CPR training.

Essential Provides secretarial services. Organizes assigned duties. Takes the initiative to perform routine

Functions: tasks independently. Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records. Maintains an orderly work area.

• Upholds board policies and follows administrative guidelines/procedures. Promotes a professional image of the school district.
• Promotes effective communications and assistance. Uses problem-solving techniques to tactfully address questions/concerns. Refers district policy/procedure questions to administrators.
• Keeps informed about program and procedure changes. Greets and assists office visitors. Answers and directs phone calls. Takes messages. Manages calls efficiently to keep lines open.
• Schedules appointments as directed. Maintains an office calendar. Prepares bulletin/message boards and displays as directed. Keeps administrators/staff informed about scheduled events.
• Helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.). Verifies the accuracy of database information as directed.
• Updates staff/student handbooks, fact sheets, and program forms.
• Helps coordinate school activities (e.g., open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in-service training, etc.).
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, schedules, student lists, etc.
• Processes interim reports, report cards, and supplemental information.
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms.
• Prepares attendance records. Keeps the principal and guidance staff informed about chronic absenteeism, tardiness, and truancy concerns. Verifies attendance information for report cards.
• Contacts parents or guardians when the school has not been notified about an absent student.
• Notifies teachers about homework requests for absent students.
• Collects and maintains staff and student medical emergency authorization forms.
• Administers medications and renders basic first aid when a school nurse is not available.
• Monitors students sent to the office for illness or discipline reasons.
• Monitors bus communications. Conveys information as needed.
• Composes and prepares routine correspondence, memos, notes, forms, etc.
• Transcribes, prepares, duplicates, and processes routine documents and special mailings.
• Collects, compiles, edits, and prepares statistical data and reports as directed.
• Helps gather information for grant/foundation proposals as directed.
• Assists with committee assignments and/or special projects as directed.
• Uses photocopy/duplicating equipment. Fixes minor malfunctions. Contacts vendors as directed.
• Maintains office transaction records (e.g., receipts, contributions, etc.).
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
• Maintains forms related to administrative procedures and program functions.
• Checks in supplies received against purchase orders.

SCHOOL SECRETARY Page 2 of 2

• Monitors and reorders office supplies to maintain reliable service levels.
• Discards archived records following the board-adopted records retention/disposal schedule.
• Respects personal privacy. Maintains the confidentiality of privileged information.
• Keeps current with advances in office technology. Updates office procedures.
• Assists with unexpected/urgent situations as needed.
• Participates in staff meetings and professional growth opportunities as directed.
• Takes precautions to ensure safety. Watches for conduct and situations that may indicate a problem. Works with supervisors to manage or eliminate risk factors.
• Reports suspected child abuse and/or neglect to civil authorities as required by law.
• Strives to develop rapport and serves as a positive role model for others.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Performs other specific job-related duties as directed.

Elementary School Additional Duties:

• Helps coordinate/process kindergarten registration.
• Processes field trip materials (e.g., PO, permission slips, first aide pack, staff notices, etc.).

High School Additional Duties:

• Processes student forms (e.g., work permits, driving permits, etc.).

Abilities The following personal characteristics and skills are important for the successful performance

Required: of assigned duties.

• Acknowledges personal accountability for decisions and conduct.
• Demonstrates professionalism and contributes to a positive work environment.
• Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
• Maintains an acceptable attendance record and is punctual.
• Performs duties efficiently with limited supervision. Strives to meet deadlines.
• Prepares accurate and timely paperwork. Verifies and correctly enters data.
• Reacts productively to interruptions and changing conditions.

Working To promote safety, employees are expected to exercise caution and comply with safety regulations

Conditions: and district policies/procedures when involved in the following situations/conditions.

• Balancing, bending, crouching, kneeling, reaching, and standing.
• Exposure to adverse weather conditions and temperature extremes.
• Exposure to blood-borne pathogens and communicable diseases.
• Interactions with aggressive, disruptive, and/or unruly individuals.
• Operating and/or riding in a vehicle.
• Performing repetitive tasks quickly.
• Lifting, carrying, and moving work-related supplies/equipment.
• Traveling to meetings and work assignments.
• Using a computer keyboard and monitor for prolonged periods.

Performance Job performance is evaluated according to policy provisions and contractual agreements adopted

Evaluation: by the Stow-Munroe Falls City School District Board of Education.

The Stow-Munroe Falls City School District Board of Education is an equal opportunity employer. This job description identifies general responsibilities and is not intended to be a complete list of all duties performed. This document is subject to change in response to student demographics, staffing factors, funding variables, modified operating procedures, and other unforeseen events.

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