CLASS TITLE: SCHOOL SECRETARY I - MIDDLE
ESSENTIAL 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.
BASIC REPRESENTATIVE DUTIES:
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Implement all rules and regulations, policies and administrative guidelines as adopted by the Board of Education and/or the school SBDM Council.
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Coordinate office activities and communications with school activities, events and time lines and assist the Principal with routine administrative matters.
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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.
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Perform secretarial duties for the Principal, assisting with routine administrative matters as appropriate; independently compose letters, memoranda and bulletins as directed.
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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.
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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.
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Train and provide work direction to clerical personnel, students and others as assigned.
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Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data.
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Collect and account for money collected in conjunction with student body funds, last lost or damaged books and other school activities; account for and maintain the cash fund as assigned; prepare student body financial report.
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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.
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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.
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Perform a wide variety of problem-solving tasks in support of certificated, classified and management personnel.
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Operate a variety of office machines such as typewriter, copiers, calculator and computer equipment.
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Utilize a mimeograph machine for forms, certificates, passes, slips and a variety of other items.
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Perform First Aid according to established guidelines and procedures.
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Perform related duties as assigned.
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Remain at work during the entire workday unless excused by immediate supervisor or designated representative.
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Maintain a professional appearance.
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Incorporate the use of technology in daily tasks.
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Maintain regular attendance.
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Adhere to the Professional Code of Ethics.
KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
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School office terminology, practices and procedures.
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Modern office practices, procedures and equipment.
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Financial and statistical record-keeping techniques.
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Receptionist and telephone techniques and etiquette.
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Letter and report writing skills.
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Health and safety regulations.
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Correct English usage, grammar, spelling, punctuation and vocabulary.
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Oral and written communication skills.
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Applicable sections of Kentucky Administrative Regulations and other applicable laws.
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Interpersonal skills using tact, patience and courtesy.
ABILITY TO:
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Perform office, secretarial and clerical work to assist the Principal with a variety of administrative tasks.
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Learn, interpret, apply and explain school and District policies, rules and objectives.
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Understand and perform duties within scope of authority.
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Establish and implement revised office procedures as needed and according to established guidelines.
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Understand and interpret rules and written direction and apply to specific situations.
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Compose correspondence independently.
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Perform duties effectively with many demands on time and constant interruptions.
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Type at an acceptable rate of speed.
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Establish and maintain effective working relationships with others.
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Operate a variety of office machines including computer equipment.
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Meet schedules and time lines.
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Plan and organize work.
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Train and provide work direction to others.
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Maintain records and prepare reports.
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Work confidentially with discretion.
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Add, subtract, multiply and divide quickly and accurately.
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Communicate effectively both orally and in writing.
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Understand and follow oral and written directions.
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Work independently with little direction.
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Employee must be bondable as required by Kentucky Department of Education.
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.
TERMS OF EMPLOYMENT:
Salary and work year to be established by the Board.
EVALUATION: Performance of this job will be evaluated in accordance with provisions of the Board’s policy on Evaluation of Classified Personnel.