Substitute, Secretary 2025-2026 SY

Job Number 4600313025 Start Date Open Date 07/01/2025 Closing Date 05/31/2026 Summary: To perform a variety of basic secretarial activities in support of technical, professional and supervisory staff within a department or school site; and to provide processing and data entry support; and to provide information and assistance to faculty, staff, students and parents. Substitute secretaries are temporary staff and used as needed. This individual is cross-trained to demonstrate the use of cost-effective procedures in fiscal management. The incumbent assists management in making decisions that may have a great impact on others. However, most of the decisions made are discussed with the Principal prior to implementation. Essential Duties: (These duties represent a sample and may vary by position.) Acts as a receptionist, responds to requests and inquiries and assists visitors with directions and information. Operates standard office machines such as typewriters, photocopiers, duplicating machines, telephones, calculators and computers. Participates in the duties related to the administration of an office, assists in preparing comprehensive reports and recommending improvements in work flow, procedures and use of equipment and forms. Prepares reports, handbooks and agendas. Utilizes positive human relation skills to interact with teachers, assistant principals, administrators, other staff, students and parents in fulfilling requests for assistance as appropriate. Opens, sorts and distributes incoming mail. Performs special projects and assignments as requested; prepares reports; gathers, assembles and summarizes information and data.  Assists in training and monitoring the work of temporary secretaries or student assistants; may assist in providing training to clerical staff as appropriate. Orders, stores and issues supplies and materials; maintains office supply inventory records. Maintains copier maintenance and monitors staff usage. Assists with the organization and implementation of the procedures for the opening and closing of school for staff and students. Creates and maintains bulletin boards. Responds to emergencies, such as bomb threats and lock downs. Assists with safety audits. Enrolls and withdraws students.(Elementary) May be responsible for the attendance function. (Verifies early dismissals, enters absentee data and maintains absentee reports). Maintains all aspects of student files. (Creates cumulative folder and Kardex and updates annually; establishes and maintains filing and check out system; updates all student information) .(Elementary)  Maintains copier maintenance and monitors staff usage. Maintains all administrative and staff files. Meets with new parents and students to begin registration and orientation process. Places test labels on kardex. Issues work permits.(High School) Processes free/reduced lunch forms.  Prints and sends transcripts to requesting schools, businesses, programs and individuals; collects money for and logs transcripts sent.(Middle and High Schools) Cross-trained in financial procedures to serve as back-up. Issues work Permits and Driver's Eligibility Certificates. (High School) Insures compliance with federal, state, local and school system rules and regulations. Assists students with minor injuries; dispenses medications according to physician's directions, calls parents as needed. Screens telephone callers, responds to complaints and requests for information on regulations, procedures. Refers others to appropriate personnel. Maintains a working knowledge of the Family Educational Rights and Privacy Act regulations and serves as school's point person for articulation and adherence to guidelines. Distributes report cards and other quarterly reports. May process payroll. Performs related as assigned. Education and Experience: Minimum Desirable High School Diploma or G.E.D. with Secretarial Coursework One year of related experience required. Associate degree Secretarial experience in a school setting Licensing / Certification Requirements: None required or preferred. Knowledge / Skills / Abilities:  Ability to communicate clearly, concisely, verbally and in written form. Competence in utilizing the software packages used by the school (Word, Excel, Access and PowerPoint) · Ability to establish and maintain respectful and cooperative working relationships. Physical Requirements: Skills requiring repetitive motor coordination with fingering/typing; crawling/kneeling; walking/sitting/standing; bending/stooping; grasping/twisting; and reaching hearing most (5 to 8 hours) of a normal work shift Required to exert physical effort lifting/carrying; and pushing/pulling part (up to 4 hours) of a normal work shift in extremely heavy objects Occasionally (less than 2 hrs./shift) climbing/balancing; rarely coming in contact with hazardous materials # of Jobs 100.00 Term 10 Month Job Attachment