Job Title: Guidance Secretary
Location: Charlottesville High School
Reports to: Principal
FLSA Status: Non-Exempt
Summary:The Administrative Technician/School Secretary is responsible for providing secretarial support to the assigned personnel; communicating information to staff, the public and other school systems; orienting personnel to their job requirements; ensuring compliance with financial, legal and administrative requirements; and providing information and/or direction.
Essential Functions: - Attend meetings as assigned to convey and/or gather information required to perform functions
- Coordinate a variety of programs and activities (e.g. meetings, site in-service day activities, workshops, ceremonies, dances, luncheons, field trips, etc.) to deliver services in conformance to established guidelines
- Evaluate situations (e.g. involving other staff, students, parents, the public, etc.) to take appropriate action and/or direct to appropriate personnel for resolution
- Maintain inventories of supplies and materials to ensure items' availability
- Monitor assigned Division activities and/or program components to coordinate activities and ensure compliance with established financial, legal and/or administrative requirements
- Perform record keeping (confidential and non-confidential) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) to support assigned administrator and/or site with necessary materials
- Prepare written materials (e.g. reports, memos, letters, etc.) to document activities, provide written reference and/or convey information
- Process documents and materials to disseminate information to appropriate parties
- Research a wide variety of topics (e.g. current practices, policies, education codes, etc.) to provide information for addressing a variety of administrative requirements
- Respond to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) to provide information, facilitate communication among parties and/or provide direction
- Record and verify all daily, weekly and quarterly student attendance figures and computer records of attendance, including entries and withdrawals
- Keep accurate records of attendance for all employees and prepare any required reports for Human Resources and/or Payroll
- Support assigned administrative personnel to provide assistance with administrative functions
- Perform other related duties as assigned
- For some clerical technicians as assigned:
- receipt, deposit, disburse and record all monies received by the school, and to keep an accurate ledger from which a monthly balance sheet, and an annual audit can be made
- file accident reports to the central office
- media center clerical technician-check in, distribute and return media materials
- facilitate registration for students and withdrawals/transfers
Skills, Knowledge, and Abilities:Thorough knowledge of standard office practices and procedures, equipment and clerical techniques; thorough knowledge of business English, spelling, mathematics; ability to interpret and apply policies and procedures; ability to prepare documents accurately; ability to establish and maintain effective working relationships with others, ability to work independently in the absence of specific instruction; ability to interact with the public effectively
Education and/or Experience:High school diploma or equivalent is required.
Physical Conditions and Nature of Work:The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Frequent contact with public, students and staff is expected. Generally, the job requires 80% sitting, 10% walking and 10% standing. The job is performed in a generally clean and healthy environment.
Evaluation: The Administrative Technician is evaluated by the Principal.
Contract Length: 11 month/220 days
Date Revised:May 1, 2020