Building Administrative Secretary

Definition

Under direction, is responsible for performing a variety of clerical, receptionist and secretarial duties in a school setting.

Typical Duties (anyone position may not include all of the duties listed, nor do the examples cover all of the duties that may be performed)

• Answers telephone calls, takes and delivers phone and fax messages to staff members;
• Tracks student attendance, calls parents to check on absent students and maintains a daily attendance log;
• Registers students, checks documents and maintains permanent record files;
• Copies and forwards cumulative records of withdrawals and fulfills records requests in a timely manner;
• Compiles, records and replies to free and reduced lunch applications; maintains file, reviews for completeness and notifies the cafeteria of all changes;
• Distributes, checks and maintains assorted files;
• Enters student grades in the computer;
• Administers basic first aid, takes temperatures, and issues medications as required;
• Operates a personal computer to obtain, process or file data and information;
• Prepares letters, memoranda, records, reports and other documents from clear copy, rough draft, and other sources
• Collects and records money for workbooks, classroom materials, dues, fees, lost books, lunch charges and field trips;
• Accounts for petty cash fund; receives and deposits money daily;
• Maintains general and confidential files and data bases;
• Completes weekly census reports, admission and transfer forms and record requests;
• Types requisitions for materials and maintains files of purchase orders;
• Orders, inventories and distributes supplies for the staff of the school;
• Records and types reports on staff absences; distributes absence forms, collects and forwards to the payroll office;
• Creates and prints class / home room lists for teachers and principal;
• Maintains inventories and orders supplies for the school;
• Calls parents regarding incidents at the school and checks parents and visitors in and out of the school; Inputs counts, updates information for the Educational Management Information System (EMIS).

Minimum Qualifications ( at time of filing application)

Knowledge. Skills and Abilities Desired

Thorough knowledge of English grammar, spelling, and punctuation; considerable knowledge of word processing, spreadsheet and data base management applications; general knowledge of financial recordkeeping; skill in exercising tact and discretion when communicating with students, ,parents, teachers, administrators, support staff and the general public; skill in proper telephone techniques; ability to interpret and understand rules and regulations as they relate to public schools; must have computer knowledge of various applications such as Microsoft Word, Excel and Access; ability to type and enter data accurately utilizing a keyboard; ability to perform clerical duties involving independent judgment; ability to maintain accurate financial records and complex filing systems; ability to coordinate activities within time lines; ability to generate financial records and complex filing systems; ability to lift boxes of supplies, books and paper; ability to operate office equipment.

SALARY : In accordance with established salary schedule