West Side Elementary - Secretary (24/25)

ECS POSITION ANNOUNCEMENT:

WEST SIDE ELEMENTARY IS LOOKING FOR A NEW OFFICE SECRETARY

The job of School Secretary was established for the purpose/s to efficiently accomplish the administrative tasks/mission of a public school. The position requires the ability to utilize initiative and good judgment in the scheduling of work, ensuring the accuracy of work and in assisting students or teachers with problems. This job reports to Principal

Essential Functions

The work tasks will vary based on school size and individual principals management/administrative requirements but the school secretary should be familiar with all functions and be prepared to accomplish them. These tasks should not be construed as a complete listing of the assignments that may be given to an employee, nor are such assignments restricted to those precisely listed.

• Performs secretarial duties for assigned personnel where responsibilities of trust and accuracy are important and knowledge of the school and school system is essential.
• Acts as receptionist for school; maintains visitor log, provides requested information if possible, or refers individual to appropriate school personnel.
• Types, duplicates, and distributes miscellaneous correspondence as requested by the principal.
• Receives and distributes incoming mail.
• Maintains timesheets for custodial employees by keeping a record of actual hours worked.
• Registers new students, request record from previous school, verifies documents received, maintains student file, follows up on deficiencies in records.
• Withdraws students from school upon request of parents, duplicates and forwards record to requesting schools, maintains list of withdrawing students, requests received and records sent.
• Organizes, maintains, and assumes custodial responsibilities for files of correspondence, forms, student records, and reports.
• Administers first aid to ill or injured children, oversees students in sick room, and phones parents to pick up students if illness or injury warrants.
• Assist students in the self-administration of medication and prepares documentation.
• Monitors and records leave forms for staff absences, maintains substitute teacher forms and rosters, and other payroll documents.
• Supervises student office aides.
• Maintains inventories of supplies and equipment, reorders as required.
• Maintains principal's calendar and school calendar.
• Documents the check in and out of students following school policy, legal restrictions regarding custodial parents, as required.
• Assists parents and students in the resolution of request for information and problem resolution to include calling parents of illnesses, behavior problems, etc.
• Assumes other special activities and/or responsibilities as assigned by the principal or superintendent.
• Work is assigned by the building principal in terms of projects and school administrative routine. Work assignments may be delegated to an assistant principal at the building principal's discretion.
• Must be a self-starting team player that can perform varying tasks, in a cooperative manner, with little or no direct supervision.
• Often changing from one task to another of differing nature.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: effective communication; operating standard office equipment including pertinent software applications; and preparing and maintaining accurate records.

KNOWLEDGE shall have no less than a high school education or an equivalency high school diploma. Shall have knowledge of typing, office machines, duplicating machines and computer sufficient to perform essential functions. At least one year work experience or appropriate Vocational Technical school training so that tasks can be performed.

ABILITY is required to schedule activities and/or meetings; gather and/or collate data; and use basic, job-related equipment. Flexibility is required to work with others in a variety of circumstances; work with data utilizing defined and similar processes; and operate equipment using defined methods. Ability is also required to work with a wide diversity of individuals; work with similar types of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data may require independent interpretation; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: flexibility; establishing and maintaining effective working relationships; meeting deadlines and schedules; working with frequent interruptions; and maintaining confidentiality.

Responsibility/Complexity

The position is involved with the direct support of a public school's administrative requirements/routines. School Secretary will often be the first staff member encountered by parents or other community members, either in person or telephonically, requiring courtesy and tact. The receipt and proper routing of requirements/requests, for resolution, are critical to providing the most efficient support.

Guidelines

The guidelines for accomplishing the requirements of this position will be principal guidance, school administrative procedures, traditional practices, local Board of Education policy and appropriate State and Federal laws/regulations. Much of the work is performed independently with general supervision and requires judgment to accomplish non-routine tasks or meet student needs.

Working Environment

The work is moderately sedentary, but some lifting of objects that may exceed 20 pounds with frequent lifting and/or carrying of objects that weigh 10 pounds or more. Other physical demands that may be required are pushing, pulling, climbing and/or balancing, stooping, kneeling, crouching and/or crawling, reaching, handling and/or feeling, talking, and/or hearing and seeing. Must display the ability to precisely coordinate hand, finger and eye motions/movements. All positions require a physical exam to meet health and physical requirements. The work is performed in an office environment, but many tasks are accomplished throughout the school facility and its grounds.

FOR MORE INFORMATION, CONTACT DR. JOHN WRIGHT AT:

john.wright@ecschools.net