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TITLE: Attendance Secretary (Secretarial Assistant)

HOURS OF WORK: 8 Hrs. Daily/175 days

LOCATION: California Trail Middle School

STATUS: Classified - Non-Exempt, Full Time  

POSITION SUMMARY:   

The job of Secretarial Assistant was established for the purpose/s of providing clerical support to assigned school site personnel; communicating information to staff and the public; providing complete and accurate records; collecting funds for daily meal transactions as needed and/or assigned; balancing accounts and depositing funds utilizing established accounting practices; and providing information and/or direction as may be requested.  Additionally, secretarial assistants may be assigned to student supervision duties including but not limited to lunchroom supervision and added support for certified staff members during recess duty. 

This position reports to the building administrator. 

PRIMARY DUTIES/RESPONSIBILITIES:  

Administers first aid and prescription medications to students (under the direction of a health care professional) as needed and/or assigned for the purpose of meeting immediate health care needs within established guidelines. 

Answers telephone calls for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages. 

Assists students, teachers, secretarial staff, administration, PTO, in the completion of their duties (e.g. laminating, proof reading, copying, greeting, arranging for lunches, scanning, taking photos, assisting with fire drills, summer school, etc.) for the purpose of ensuring a safe and efficient work environment. 

Assists with processing of documents, forms, mailings and materials (e.g. attendance, enrollments, SIT meetings, printing requests, etc.) for the purpose of disseminating information to appropriate parties. 

Attends department and/or in-service meetings for the purpose of gathering information required to perform functions. 

Collects payments for a variety of events and programs (e.g. fines, fees, food items, lunch tickets, and fundraisers, etc.) for the purpose of completing transactions and/or securing funds. 

Distributes materials (e.g. mail, checks, supplies, messages, printing, flyers, etc.) for the purpose of ensuring delivery to addressee. 

Maintains manual and electronic documents files and records (e.g. letters, forms, reports, on line calendar, daycare providers, attendance, newsletters, etc.) for the purpose of providing up-to-date information and/or historical reference in accordance with established administrative guidelines and legal requirements. 

Maintains inventory of supplies and materials (e.g. forms, office supplies, textbooks, etc.) for the purpose of ensuring items' availability. 

Monitors attendance and contacts parents who have not notified the District that their child will be absent as assigned for the purpose of documenting reasons for student absences and ensuring that absent students are safe. 

Monitors student food choices as assigned for the purpose of ensuring compliance with established financial and student nutritional guidelines. 

Prepares sales transaction documents (e.g. daily cash receipts, record breakfast and/or lunch counts, etc.) for the purpose of providing written support and/or conveying information. 

Prepares standardized documents (e.g. form letters and memos, calendars, bulletins, notes home on lunch balances, etc.) for the purpose of communicating information to other parties. 

Processes daily transaction data for the purpose of documenting activities, maintaining accurate account balances and/or conveying information. 

Reconciles cash and credit receipts to meal count as assigned for the purpose of maintaining accurate account balancing and complying with established policies and/or procedures. 

Responds to inquiries of students, staff and parents (e.g. general school questions, type and/or cost of meals and food items, account balances, etc.) for the purpose of providing information and/or direction. 

May be assigned to lunchroom supervision, added support for certified staff members during recess duty and other student supervision duties as needed. 

Perform other duties as assigned. 

EDUCATION AND EXPERIENCE REQUIREMENTS: 

High school diploma or equivalent required. 

Two years of office experience preferred. 

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES: 

Excellent verbal, written and listening communication skills. 

Ability to organize and prioritize multiple projects simultaneously. 

High degree of motivation, responsibility, and confidentiality. 

Demonstrated ability in compiling, organizing, and analyzing data. 

Ability to work independently with minimal supervision in a fast-paced work environment. 

Highly collaborative team player. 

Proficiency with Microsoft Office (Word, Outlook, etc.). 

Ability to self-initiate areas of opportunity, make recommendations for improvement, and follow up as necessary to achieve desired results. 

PHYSICAL REQUIREMENTS: 

This position requires the performance of light work. The position must be able to discern and prepare data to communicate information with parents, staff, and students. The position requires occasionally moving between buildings and at times remaining in a stationary position. The position is performed in a generally hazard free environment and a clean atmosphere. 

 IMPORTANT EMPLOYMENT STATEMENTS: 

The statements above are intended to describe the general nature of the work being performed and are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required. This document describes the position currently available. The Olathe Public Schools reserves the right to modify job duties or job descriptions at any time. 

The Olathe Public Schools prohibit discrimination on the basis of race, color, ethnicity, national origin, sex, disability, age, religion, sexual orientation or gender identity in its programs, activities, or employment as required by applicable federal and state laws. 

 REQUIRED CLEARANCES: Background Check, TB Test/physical