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LICKING HEIGHTS BOARD OF EDUCATION
JOB DESCRIPTION
POSITION: SECRETARY
RESPONSIBLE TO: BUILDING PRINCIPAL/DEPARTMENT SUPERVISOR
INTRODUCTION:
At Licking Heights Local Schools, our commitment to student success drives everything we do. We believe in providing equitable, personalized learning experiences focused on building character skills and achieving academic excellence. Our comprehensive framework, addressing milestones from kindergarten readiness to college and career competencies, ensures that every student thrives academically, socially, and emotionally. We are dedicated to creating a positive school culture where students can explore their talents through extracurricular activities, fostering well-rounded and socially responsible citizens.
To be successful at Licking Heights Local Schools, staff members must embody a range of skills, including:
Passion for education and student well-being
Effective mentoring and guidance for students
Strong communication and collaboration skills
Continuous learning and professional development
Forward-thinking planning and strategic decision-making
Openness to two-way communication and community engagement
We are dedicated to supporting our staff through comprehensive induction, providing ongoing professional development aligned with our district's vision, and creating a safe and empowering school environment where every individual can flourish. Join us in our mission to provide an exceptional education experience that prepares students for success in school, career, and life.
JOB GOAL: To assure the smooth operation of the school office so the maximum positive impact on the education of children can be realized.
QUALIFICATIONS:
Valid Ohio driver's license, or ability to obtain license
High school diploma or general education degree (GED)
One to two years related experience preferred
Successful completion of a test of basic secretarial skills
Ability to operate general office equipment, including, but not limited to, phones, faxes, copiers, and computer equipment
Dependable
Detail oriented
Demonstrated strong organizational and problem solving skills
Demonstrated effective time management skills
Demonstrated ability to work effectively with others
Ability to set priorities and work well under pressure with attention to detail, multi-task effectively
Self-motivated with the ability to work with little direction
Required to lift, carry, push and pull various supplies and/or equipment up to a maximum of 50 pounds
Demonstrated proficiency in written and oral communication skills, as well as active listening skills
Willing to help instill in students the belief in and practice of ethical principles and democratic values
Such alternatives to the above qualifications as the Superintendent and/or Board Of Education may find appropriate
PERFORMANCE RESPONSIBILITIES:
The list below is an inclusive list of all responsibilities of secretaries in the district, but in most cases, these duties are split between secretaries; training must be provided when a secretary is asked to fulfill a new responsibility on the list, and evaluations of secretaries should align to the performance responsibilities assigned to each secretary. Cross-training for all duties will be provided by the district.
1. Receive and route all incoming calls, meet and assist staff/visitors, both in a professional and friendly manner.
2. Maintain appropriate attendance and discipline records, including parent notification daily. Contact district attendance officer and state officials as deemed necessary. Mail truancy communication to families, maintain truancy records in student files, and meet with parents about truancy as a part of the building attendance team.
3. Prepare and distribute all building correspondence daily.
4. Perform any bookkeeping tasks, including preparing money for deposit daily. This includes, but is not limited to, fees, fines, fundraisers, lost book fees, school activity accounts, and other building specific items.
5. Administer first aid, dispense medication, and other clinic duties in the absence of the clinic aide, following appropriate training, demonstrations, and supervision as provided by the district registered nurse. Call parents or appropriate assistance if necessary. Assist the health aides in the maintenance of student health records.
6. Maintain confidentiality of correspondence, communications, and student/staff information within the student information system (SIS).
7. Assist with the enrollment process by communicating with parents about missing school paperwork and enrollment information.
8. Professionally handle school correspondence and communication for the principal or supervisor. This includes the ability to effectively use the Microsoft Office Suite, Google Suite, or other software programs to write letters, build spreadsheets, design a PowerPoint or Google Slides, and complete other forms of written communication.
9. Demonstrate knowledge of or the ability to learn computer programs to support the school, including, but not limited to, SIS, EMIS, Frontline, IT Helpdesk, FMX, and other building/department specific programs that support PBIS and school management efforts. Manage transportation information, student arrival and dismissal, and use software accordingly.
10. Must have an understanding of the grading process, including but not limited to storing grades and grade updates in PowerSchool. Prepare reports from PowerSchool as needed when it comes to students' grades (F reports, Community service hours, Honor Roll Reporting-Communicate to District Communications Specialist) and other information that would pertain to student grades. Sending reminders to all staff about when grades are due, complete grade changes in the system.
11. Order, process requisitions, receive, store and distribute supplies and equipment daily.
12. Assist with the maintenance of the school budget. Assist with the creation of the purpose statement. Process the monthly bank statements for the building credit card.
13. File, collate, and copy materials for school purposes and record keeping. Maintain all office equipment making sure all machines are stocked and in working order. Make calls for repair as necessary. Assist staff in proper operation when necessary.
14. Maintain an appropriate school filing system including an annual rotation of files. Maintain accurate demographic and academic information. For secondary secretaries, prepare transcript requests and work permits as required for students, and other building specific records, graduation, awards, sports rosters, lockers, etc.
15. Call substitutes when necessary for classified and certified employees. Assist in substitutes assignments based on daily need. Keeps accurate records for staff absences, as needed.
16. Assist substitutes, new employees, and volunteers with building procedures. Coordinate the distribution of keys, fobs, and parking passes.
17. Coordinate student drop-off and pick-up daily. Maintain appropriate daily logs for students, visitors, and substitutes in the building. Provide the appropriate passes/badges for each. Knowledge of known custody issues is mandatory. Work with staff to ensure all students are in their appropriate places during the day.
18. Create an efficient work flow for the day to day management of the school office.
19. Assist administration in emergency situations as needed, including all drills for safety and security of students and staff. Assist with injuries/illness of staff and students, which could include calling appropriate assistance if needed and/or other contacts.
20. Maintain office decorum at all times, including orderly conduct of students, seeking assistance when necessary and reporting safety concerns to the building administrators immediately and creating reports and documentation as needed.
21. Attend all meetings and in-services that affect the building secretary as approved by the principal or supervisor.
22. Ability to multitask in a fast paced environment is mandatory.
23. Serve as a role model for students.
24. Create & Maintain sub plans.
25. Perform other such duties as may be directed by the principal or supervisor.
WORK CONDITIONS: The work environment characteristics, described here, are not listed in order of importance, and are representative of those an employee encounters while completing the duties and responsibilities of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the responsibilities. The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position.
Frequent work that may extend beyond the normal workday
Occasional exposure to blood, bodily fluids and tissue
Occasional operation of a vehicle under inclement weather conditions
Occasional interaction among unruly children/adults
Exposure to loud noises
Many situations that require repetitive hand motion, e.g., computer keyboard, typing and writing
Consistent requirements to sit, stand, walk, hear, see, read and speak, reach, stretch with hands and arms, crouch, kneel and climb and stoop
EVALUATION: Performance of these responsibilities will be evaluated by the Building Principals and Department Supervisors in accordance with the provisions of the Board's policy.
REVISED: July 16, 2014
February 29, 2016
March 30, 2016
June 11, 2024
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