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MIDDLE SCHOOL SECRETARY

GLENWOOD COMMUNITY SCHOOLS CLASSIFIED STAFF JOB DESCRIPTION 

Position: Middle School Secretary        

Qualifications:     

• High school diploma
• Knowledge of basic typing skills, computer word processing, database, and spreadsheet.
• Ability to apply public relations skills effectively and utilize oral and written channels of communication.

Reports To: Building Principal

Consults With: Middle school staff, parents, students, transportation department, central office staff, staff from other buildings.

Position Goal: To complete the detail and written work and to coordinate other matters essential to the efficiency and effectiveness of the building.

Performance Responsibilities:

• Attendance is necessary to be successful in this position.
• Enter all student data from registration sheets into program.
•  Check each student's schedule to see that all periods are accounted for.
• Print student schedules for distribution.
• Print, maintain and update student locator cards for office and counselor.
• Register and schedule new students into class at the time they register so they are able to start class immediately.
• Contact new student's previous school, as needed, for best placement in special education programs if counselor is unavailable to do so.
• Check each student record to ensure that all have received a grade.
• Send confirmation sheets to teachers for grade verification.
• Run all grade reports after changes are entered.
• Run year-end labels and attendance reports for cum folders.
• Maintain attendance records and run reports regarding excessive absenteeism.
• Maintain discipline file for reports of frequency and year-end documentation.
• Send data to high school for next year data entry.

GENERAL OFFICE DUTIES

• Answer phone and direct call to proper areas.
• Assist the caller if person wanted is not immediately available or take a message.
• Write passes for students entering late or leaving early.
• Keep file of advance notice absences.
• Keep track of the period attendance.
• Make every attempt to notify parent of student's absence if no one has called in for that student.
• Send out assignment sheets if homework requested and have books sent to the office.
• Compose letters, memos as directed by principal, i.e. to parents, county attorney.
• Sort mail.
• Type daily bulletin when other secretary is absent.
• Receive messages from parent to send out to the student.
• Maintain confidentiality as needed.
• Work with athletic director and coaches.
• Keep record of and file athletic physicals.
• Type and design programs for athletic events.
• Type athletic certificates at year end
• Assist in the annual yearbook sales by taking orders and keeping yearbook advisor informed of the campaign.
• Distribute yearbooks via homeroom at year end.
• Perform other duties as assigned by principal, counselor, and teachers.
• First responder in the absence of the nurse.
• Call medical personnel, parents and/or emergency care if needed.
• Administer medications as needed.
• Attend to minor wounds, take temperatures and monitor students sent to the office.
• Monitor before and after school detentions.
• Monitor ISS students and assist them with work as needed when time allows.
• Provide work for ISS students who tend to be idle.
• Send out assignment sheets for ISS students and make arrangements for their lunch to be brought to the office.
• Use word processor, database, and spreadsheet programs Google Drive and fax machine as job requires.
• Greet visitors and direct them to destinations.
• Notify parents and appointed persons of student staffing.
• Distribute report cards at parent-teacher conferences.
• Create the schedule for Family Connection meetings and distribute passes to students.
• Monitor student phone calls home.
• Assist with logging discipline referrals.
• Create purchase orders and order items
• Performs other duties as assigned.

Terms of Employment:   Ten month position. Wage schedules shall be subject to annual review and modification by the Glenwood Board of Education or through the collective bargaining process, where one exists. 

Evaluation:    Performance of this job will be evaluated in accordance with provisions of the Board's policy on Classified Staff Evaluation.