Secretary

Position Type:
Secretarial/Clerical/Admin Assistant/Secretary

Date Posted:
11/8/2024

Location:
Keystone Local School District, LaGrange OH

Date Available:
Immediately

Closing Date:
11/14/2024

District:
Keystone Local Schools - website
Transportation Secretary
209 days
Split shift - 6:00 a.m. - 10:00 a.m. and 1:30 p.m. - 5:00 p.m.
7.5 hours Monday - Friday

Reports to: Transportation Supervisor

Job Objectives: Will serve as secretary to the Transportation Supervisor. Provides administrative support services necessary for the effective management of school and transportation operations.

Minimum Qualifications:

• High school diploma and a satisfactory pre-employment skill test score.
• Post-secondary secretarial or office management training is desirable.
• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• Documentation of a clear criminal and ethical record.
• Complies with drug-free workplace rules and board policies.
• Assignment may require successful completion of basic first aid and/or CPR training
• Bookkeeping skills and the ability to compute mathematical data accuruately.
• Congenial telephone etiquette and experience operating a multi-line system.
• Multitasking ability and strong diplomacy skills.
• Proficient in office protocol and the use of information technology systems.
• Proficient in data entry, spelling, proofreading, and the correct use of grammar.
• Proficient in the use of office and management information software.
• Proficient in the use and navigation of PowerSchool.

Responsibilities and Essential Functions:
The following duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

• Performs secretarial and administrative support duties. Takes the initiative to perform routine tasks independently. Organizes and maintains a functional filing system that ensures the safe retention and efficient retrieval of office records.
• Upholds board policies and follows administrative procedures.
• Promotes a favorable image of the school district. Supports community partnerships that enhance district programs and services.
• Respects personal privacy and understands FERPA. Maintains the confidentiality of privileged information.
• Answers the telephone. Directs calls based on the nature of the inquiry.
• Takes/delivers messages. Manages calls efficiently to keep telephone lines open.
• Maintains an office calendar as directed. Schedules appointments as directed.
• Maintains a building-use calendar. Communicates scheduling information to building staff and the superintendent's office.
• Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person or office.
• Prepares message boards, displays, and bulletin boards as directed.
• Keeps up-to-date with building and transportation procedures. Helps keep students, parents, and staff informed about procedural changes as directed. *Refers inquiries requiring policy interpretation to administrative staff.
• 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.).
• 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.
• Helps coordinate school activities related to transportation.
• Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, schedules, student lists, etc.
• Monitors bus communications. Conveys information as needed.
• Calls parents or guardians when required as it relates to transportation questions, concerns or changes.
• Composes and types routine correspondence, memos, notes, forms, etc.Collects, compiles, edits, and types statistical data and reports as directed.
• Uses photocopying and duplicating equipment to reproduce documents.
• Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
• Types, duplicates, assemble, and processes routine and special mailings.
• Helps gather information and type's grant/foundation proposals as directed.
• Prepares purchase orders as directed. Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.).
• Monitors and reorders office supplies to maintain reliable service levels.
• Maintains forms related to administrative procedures and program functions.
• Keeps files and supplies properly stored to maintain an orderly office.
• Periodically discards archived records as directed. Follows the records retention and disposal schedule adopted by the board.
• Takes precautions to ensure staff/student safety. Intervenes and/or reports concerns to an administrator.
• Reports evidence of suspected child abuse as required by law.
• Keeps current with advances in office technology. Updates office procedures.
• Places calls for maintenance and repair services as directed.
• Cross-trains with other office staff as directed. Offers assistance when needed.
• Keeps up-to-date with building procedures. Helps keep students, parents, and staff informed about procedural changes as directed. Refers inquiries requiring policy interpretation to administrative staff.
• 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.
• Assists with public relations projects (e.g., district calendar/annual report, levy/bond issue materials, alumni database, etc.)
• Prepares district mailings. Delivers inter-school mail as directed.
• Helps schedule non-routine use of school vehicles (e.g., field trips, athletic contests, community requests, etc.) Prepares payroll documentation and trip reports.
• Helps coordinate Ohio State Highway Patrol annual bus inspections.
• Prepares materials for bus safety programs.
• Types student misconduct reports.
• Participates in staff meetings and professional growth opportunities as directed.
• Accepts personal responsibility for decisions and conduct.
• Wears appropriate work attire and maintains a neat appearance.
• Strives to develop rapport and serve as a positive role model for others.
• Performs other specific job-related duties as directed.

NOTE: Employees performing clerk-custodian duties are directly accountable to the board of education for assigned student activity fund duties.

Abilities Required:
The following characteristics and physical skills are important for the successful performance of assigned duties.

• Demonstrates professionalism and contributes to a positive work environment.
• Performs prescribed activities efficiently with limited supervision.
• Reacts proactively and productively to interruptions and changing conditions.
• Effectively uses verbal, nonverbal, writing, and listening skills.
• Completes paperwork accurately and timely. Verifies and correctly enters data.
• Maintains an acceptable attendance record and is punctual.

Supervisory Responsibility:

Under the direction of the Transportation Supervisor: plans work assignments, provides instructions and monitors assigned staff. Promotes teamwork and helps staff as needed to successfully accomplish delegated duties.

Working Conditions:
Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable.

• Duties may require lifting, carrying, and moving work-related supplies/equipment.
• Duties may require operating and/or riding in a vehicle.
• Duties may require traveling to meetings and work assignments.
• Duties may require performing repetitive tasks quickly.
• Duties may require prolonged use of a computer keyboard and monitor.
• Duties may require standing, reaching, bending, crouching, and/or kneeling.
• Duties may require working extended hours.
• Duties may require working under time constraints to meet deadlines.
• Potential for exposure to adverse weather conditions and temperature extremes.
• Potential for exposure to blood-borne pathogens and communicable diseases.
• Potential for interaction with disruptive and/or unruly individuals.

Performance Evaluation:

Job performance is evaluated according to the policy provisions adopted by the Keystone Local School District Board of Education.

The Keystone Local School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, gender, national origin, age, or disability. This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.

No portion of this job description shall supersede the Master Agreement between OAPSE Local Chapter 434 and the Keystone Local School District Board of Education and applicable state or federal laws. Any changes in working conditions applicable to the current agreement shall be subject to negotiations at the demand of either party.

Apply online via Applitrack

Visit our website at www.keystonelocalschools.org

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