Job Details

Secretary – Assistant – Secondary

PURPOSE Performs administrative, clerical and office duties to support the functions of a secondary school; performs related work as required

PERFORMANCE RESPONSIBILITIES A secondary school assistant secretary performs a wide variety of administrative support duties, typically in one of three major areas: Counseling, Attendance or Administration. Duties may include public contact, typing and preparing letters or documents using various software applications, entering data into school or department systems and applications, keeping clerical records, logs, ledgers, and related documents and working within District and department specific processes and procedures. The work is performed under the supervision of a designated department supervisor or school principal. Lead work or supervision is often exercised over student assistants and/or volunteers. The primary duties of this class are performed in a general office environment.

ESSENTIAL DUTIES

• Performs administrative support functions related to school attendance, counseling and administration; Cross-trains in various areas of administrative support;
• Records and maintains daily attendance;
• Checks students in and out; writes admit and tardy slips;
• Contacts parents regarding student attendance;
• Prepares and distributes attendance reports; Processes transcript requests;
• Prepares and maintains confidential information and records;
• Generates and distributes computer reports for counselors, teachers, and administrators;
• Coordinates the needs of substitute teachers;
• Maintains personnel reports with staff absences, etc.;
• Prepares and mails parent newsletters;
• Maintains and operates school bell system on numerous schedules;
• Answers incoming phone calls, providing referrals to other departments or staff as needed;
• Operates standard and specialized office equipment, including computer hardware/software;
• Assists students and parents with registration and withdrawal processes;
• Creates and maintains a supply of necessary forms used in department;
• Purchases supplies through district accounting system and verifies receipt;
• Receives and distributes incoming mail and packages;
• Assists with preparations for Parent Teacher Conferences, Open House and other functions;
• Types forms, letters or other documents;
• Assists with standardized testing;
• Performs scheduling/calendar duties;
• Performs all work duties and activities in accordance with District policies, procedures and safety practices

Other Duties and Responsibilities

• Will also assist with testing duties.
• Assists other Secretaries as needed;
• Provide first aid, assistance with medication, treatments and other health services to students as needed within district procedures, policies and as trained by school nurse.
• Performs other related duties as required.

KNOWLEDGE, SKILLS AND ABILITIES Knowledge of:

• Operation of standard and specialized office equipment including a personal computer and job-related software such as Word, Excel, or others;
• Operation of multi-line telephone system and voice mail system;
• English grammar and punctuation; Basic math, accounting and recordkeeping;
• Current office practices and procedures.

Ability to:

• Perform a wide variety of clerical and administrative support duties;
• Follow written and oral instructions;
• Maintain records efficiently and accurately and to prepare clear and concise reports;
• Operate a variety of standard and specialized office equipment, including a personal computer;
• Maintain effective working relationships with other school employees, supervisory personnel, and the public;
• Communicate effectively both orally and in writing;
• Respond appropriately to emergency or unusual situations that may involve administering first aid, contacting parents, or dealing with sensitive or confidential issues;
• Use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions;
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
• Perform time management and scheduling functions, meet deadlines, and set task priorities;
• Maintain office, school, and individual confidentiality.

QUALIFICATIONS

• High school diploma or GED equivalency; and
• Some general office experience; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.

ESSENTIAL PHYSICAL ABILITIES

• Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
• Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and other office equipment;
• Sufficient personal mobility, agility, strength and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period, move up to 20 pounds and work in an office environment.

EVALUATION Yearly by supervisor. TERMS OF EMPLOYMENT To be determined by calendar year.

• Regular attendance is an essential function of this job
• If you are chosen for this position your employment with the District would be "at will". Employment at Will means that the employee or the District may terminate the employment relationship with or without cause, and with or without notice, at any time.
• As per Idaho Code 65-5-1/65-503: "Eligible veterans are provided advantages in public employment in Idaho…"