Job Title

School Secretary 

Salary Class

SC 20

Location

Southside Middle School

PCS Cod

086000

Reports to

Principal

Position Type

Full-Time/Exempt

General Statement of Job 

Under occasional supervision, performs secretarial and clerical duties of moderate variety and complexity to maintain effective and efficient office operations. To assist and manage clerical tasks for the principal so that maximum time may be devoted to administrative tasks concerned with operating a school.

Specific Duties and Responsibilities

• Composes and/or types memos, letters and reports for the signature of supervisor.  

• May take and transcribe notes and/or meeting minutes.

• May perform receptionist duties by answering the telephone, screening callers, and greeting, announcing or routing visitors.

• Performs general clerical and secretarial functions, including but not limited to typing, copying and filing documents, processing various forms and applications, collating materials, scheduling appointments and maintaining supervisor's calendar, maintaining records and files, processing mail, ordering supplies, etc.

• Researches, gathers and organizes pertinent data as needed from files and documents in the office or other sources for supervisor's use.

• Receives and responds to inquiries and concerns from the public; refers problems to appropriate staff person for resolution.

• Attends and/or makes arrangements for meetings or special events as requested.

• Assists supervisor and other staff persons with special projects as assigned.

• Uses a computer to record and retrieve information and to prepare reports, documents and correspondence.  Updates and maintains the database.

• Receives, reviews, prepares and/or submits various records and reports including invoices, requisitions, change orders, travel forms, budget documents, expenditure request forms, payroll records, financial reports, meeting agendas and minutes, special and routine reports, inventory reports, memos, correspondence, etc.
• Operates a variety of equipment such as a computer, printer, typewriter, copier, fax machine, recording equipment, binding machine, folding machine, paper shredder, audio-visual equipment, calculator, telephone, etc.  Makes arrangements for office equipment maintenance and repair as needed.

• Interacts and communicates with various groups and individuals such as the immediate supervisor, Superintendent, other District administrators and staff, school administrators and staff, co-workers, student aides, students, parents, outside government/business/community agencies, sales representatives, service / repair persons, and the general public.

ADDITIONAL JOB FUNCTIONS

• Performs related duties as required.

Essential Functions 

Physical Requirements:

Must be physically able to operate a variety of machines and equipment, including a computer, basic office equipment, recording equipment, telephone, etc. Must be able to exert up to five pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects.  Sedentary work involves sitting most of the time, but may involve walking or standing for periods of time.  Must be able to lift and/or carry weights of five to ten pounds.

Data Conception:

Requires the ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.

Interpersonal Communications:  

Requires the ability of speaking and/or signaling people to convey or exchange information.  Includes giving assignments and/or directions to subordinates and receiving assignments and/or direction from supervisors.

Language Ability:

Requires the ability to read a variety of policies and procedures, professional journals, reference materials, etc. Requires the ability to enter data into the computer and prepare correspondence, narrative and numerical reports,purchase orders, etc., with proper format, punctuation, spelling and grammar, using all parts of speech.  Requires the ability to speak with and before others with poise, voice control and confidence.

Intelligence:  

Requires the ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables.  Requires the ability to apply influence systems in managing a supervisory/management staff; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation.  Must have the ability to comprehend and interpret received information.

Verbal Aptitude:

Requires the ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational backgrounds and in a variety of technical and/or professional languages.

Numerical Aptitude:

Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, and to determine time.  Must be able to use practical applications of fractions, percentages, ratio and proportion.

Form/Spatial Aptitude:

Requires the ability to inspect items for proper length, width and shape, and visually read various information. 

Motor Coordination: 

Requires the ability to coordinate hands and eyes using office machinery.

Manual Dexterity: 

Requires the ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, etc. Must have minimal levels of eye/hand/foot coordination. 

Interpersonal Temperament: 

Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under stress when confronted with emergency situations or tight deadlines. 

Physical Communications:

Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear)

Training and Experience 

Requires High School Diploma, preferred vocational/technical diploma in business administration, secretarial science or related field supplemented by one to two years of secretarial experience, or an equivalent combination of education, training and experience that provides the required knowledge, skills and abilities.  Must be able to type rapidly and accurately.

Performance Criteria Evaluations

Job Knowledge: 

Has thorough knowledge of the methods, procedures and policies of the District as they pertain to the performance of duties of the Secretary for Secondary Schools.  Is knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position. Is able to help ensure departmental compliance with all laws and regulations and control the activities of the department through effective leadership and supervision. Has considerable knowledge of the functions and interrelationships of Florence 1 Schools and other governmental agencies. Has thorough knowledge of modern office practices, procedures and of business English and arithmetic.  Is able to compose letters and memoranda without dictation.  Is skilled in applying a responsible attention to detail as necessary in preparing reports and correspondence.  Is able to read and interpret professional, technical and financial documents and related materials pertaining to the responsibilities of the job. Has knowledge of the principles and practices of bookkeeping.  Has skills in the use of computers.  Knows how to operate and maintain a variety of office equipment as necessary in the performance of daily activities.  Knows how to plan, organize and direct a clerical staff.  Knows how to apply supervisory concepts and principles.  Has the ability to offer training and assistance to co-workers and employees of other departments as required.  Has the ability to offer instruction and advice to subordinates regarding departmental policies, methods and regulations.  Has the ability to use independent judgment as needed in performing routine and non-routine tasks.  Is able to take the initiative to complete the duties of the position without the need of direct supervision.  Has a comprehensive knowledge of the terminology and various professional languages used within the department. Knows how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation.  Knows how to react calmly and quickly in emergency situations.  Has the ability to plan, organize and prioritize daily assignments and work activities.  Has good organizational, technical and human relations skills. Has the ability to learn and utilize new skills and information to improve job performance and efficiency.

Quality of Work: 

Maintains high standards of accuracy in exercising duties and responsibilities.  Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interaction with all District departments and divisions, co-workers and the public.  

Quantity of Work: 

Performs described "Specific Duties and Responsibilities" and related assignments efficiently and effectively in order to produce a quantity of work which consistently meets standards and expectations of the District.

Dependability: 

Assumes responsibility for completing assigned work.  Completes assigned work within deadlines in accordance with directives,  District policy, standards and prescribed procedures.  Remains accountable to assigned responsibilities in the technical, human and conceptual areas.

Attendance:

Attends and remains at work regularly and adheres to District policies and procedures regarding absences and tardiness.  Provides adequate notice to higher management with respect to vacation time and time-off requests.

Initiative and Enthusiasm:

Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountability.  Strives to anticipate work to be done, and initiates proper and acceptable direction for the completion of work with a minimum of supervision and instruction.

Judgment: 

Exercises analytical judgment in areas of responsibility.  Identifies problems or situations as they occur, and specifies decision objectives.  Identifies or assists in identifying alternative solutions to problems or situations.  Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice where appropriate and researches problems, situations and alternatives before exercising judgment. Monitors the activities/behavior of the student body to ensure student safety and well-being.

Cooperation:

Accepts supervisory instruction and direction, and strives to meet the goals and objectives of the same.  Questions such as instruction and direction when clarification of results or consequences are justified (i.e., poor communications, variance with District policy or procedures, etc.). Offers suggestions and recommendations to encourage and improve cooperation between all staff persons and departments within the District. 

Relationships with Others:

Shares knowledge with managers, supervisors and staff for mutual and district benefit.  Contributes to maintaining high morale among all District employees.  Develops and maintains cooperative and courteous relationships with department employees, staff and managers in other departments, representatives from organizations, and the public so as to maintain good will toward the District and to project a good district image.  Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the District.  Emphasizes the importance of maintaining a positive image within the District.  Interacts effectively with higher management, professionals and the public.

Coordination of Work:

Plans and organizes daily work routine.  Establishes priorities for the completion of work in accordance with sound time-management methodology.  Avoids duplication of effort.  Estimates expected time of completion of elements of work and establishes a personal schedule accordingly.  Attends required meetings, planning sessions and discussions on time.  Implements work activity in accordance with priorities and estimated schedules.  

Safety and Housekeeping: 

Adheres to all safety and housekeeping standards established by the District and various regulatory agencies.  Sees that standards are not violated.  Maintains a clean and orderly workplace.

DISCLAIMER:  This job description is not an employment agreement or contract.  Management has the exclusive right to alter this job description at any time without notice.

Terms of Employment 

 240 Salary and work year to be established by the district.