School Secretary 1 Middle

CLASS TITLE: SCHOOL SECRETARY I - MIDDLE

This is a full time position.

BASIC FUNCTION:

Perform a wide variety of secretarial and clerical duties to assist the Principal of a small to medium-sized middle school with routine administrative tasks and coordinate school office activities; perform public relations and communication services for the Principal.

DISTINGUISHING CHARACTERISTICS:

School Secretary I - Middle School incumbents perform a variety of clerical and secretarial duties in a small to medium-sized school. School Secretary II - Middle School incumbents perform a variety of clerical and secretarial duties in a large middle school with a larger number of faculty, student body enrollment and educational programs.

REPRESENTATIVE DUTIES/ESSENTIAL FUNCTIONS:

• Coordinate office activities and communications with school activities, events and time lines and assist the Principal with routine administrative matters.

• Organize budget and financial material to maintain accurate fiscal records; record expenditures and transfer funds as appropriate; assist in the preparation of annual budgets and other annual reports.

• Perform secretarial duties for the Principal, assisting with routine administrative matters as appropriate; independently compose letters, memoranda and bulletins as directed.

• Coordinate the Principal's office, acting as receptionist, and contact and reference source for staff, students, parents and the public; perform public relations and communications services for the Principal.

• Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary; coordinate and maintain the school calendar of events.

• Train and provide work direction to clerical personnel, students and others as assigned.

• Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data.

• Collect and account for money collected in conjunction with student body funds, lost or damaged books and other school activities; account for and maintain the cash fund as assigned; prepare student body financial report.

• Process the certificated and classified payroll including the completion and submission of time sheets to the supervisor and District office; maintain accurate records with respect to personnel; assist substitute teachers and classified personnel by providing them with keys and materials; secure period substitutes and prepare substitute time sheets.

• Initiate office and general school supply purchase orders; receive, store and distribute supplies and office materials; maintain materials and equipment inventory; maintain department purchase orders.

• Perform a wide variety of problem-solving tasks in support of certificated, classified and management personnel.

• Operate a variety of office machines such as typewriter, copiers, calculator and computer equipment.

• Utilize a mimeograph machine for forms, certificates, passes, slips and a variety of other items.

• Perform First Aid according to established guidelines and procedures.

• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• School office terminology, practices and procedures.

• Modern office practices, procedures and equipment.

• Financial and statistical record-keeping techniques.

• Receptionist and telephone techniques and etiquette.

• Letter and report writing skills.

• Health and safety regulations.

• Correct English usage, grammar, spelling punctuation and vocabulary.

• Oral and written communication skills.

• Applicable sections of the Kentucky Administrative Regulations and other applicable laws.

• Interpersonal skills using tact, patience and courtesy.

• District organization, operations, policies and objectives.

• First aid practices.

ABILITY TO:

• Maintain regular and predictable attendance.

• Perform office, secretarial and clerical work to assist the Principal with a variety of administrative tasks.

• Learn, interpret, apply and explain school and District policies, rules and objectives.

• Understand and perform duties within scope of authority.

• Establish and implement revised office procedures as needed and according to established guidelines.

• Understand and interpret rules and written direction and apply to specific situations.

• Compose correspondence independently.

• Perform duties effectively with many demands on time and constant interruptions.

• Type at an acceptable rate of speed.

• Establish and maintain effective working relationships with others.

• Operate a variety of office machines including computer equipment.

• Meet schedules and time lines.

• Plan and organize work.

• Train and provide work direction to others.

• Maintain records and prepare reports.

• Work confidentially with discretion.

• Add, subtract, multiply and divide quickly and accurately.

• Communicate effectively both orally and in writing.

• Understand and follow oral and written directions.

• Work independently with little direction.

EDUCATION AND EXPERIENCE:

Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of varied and increasingly responsible clerical or secretarial experience.