CLASS TITLE:  SCHOOL SECRETARY I - HIGH SCHOOL

 

ESSENTIAL FUNCTION: 

 

      Organize, coordinate, schedule and perform office functions at a comprehensive high school; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned.

 

DISTINGUISHING CHARACTERISTICS:

 

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

 

BASIC REPRESENTATIVE DUTIES:

 

• Implement all rules and regulations, policies and administrative guidelines as adopted by the Board of Education and/or the school SBDM Council.

• Organize and coordinate a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a small to medium-sized high school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines.

• Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences.

• Coordinate and facilitate communications between District and site personnel, parents, students, school and community organizations and the general public.

• Communicate with a variety of site and District personnel and administrators to coordinate school operations and maintenance, resolve conflicts and issues and exchange information as appropriate.

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

• Assist the Principal in the preparation and maintenance of financial, statistical and narrative reports; research, compile and organize information.

• Initiate budget preparation; work with Department Chairpersons in preparing individual budgets to meet needs; prepare forms and assist the Principal in preparing and monitoring budget.

• Process purchase orders; assist Department Chairpersons with adjustments and with making transfers; review computer printout and balance accounts to assure accuracy.

• Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, reports and evaluations.

• Maintain daily teacher attendance log and records of substitute teachers.

• Compile and organize information for the Principal; compose and respond to routine correspondence; open, sort, review and route mail.

• Coordinate and assist with special events for the high school; assist in selection of personnel and program; assure adherence to legal requirements and Board policies; maintain budget; work with and assist personnel assigned to the event.

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

• Operate a variety of business and office machines including typewriter, calculator, computer, copiers, and communications equipment.

• Order a wide variety of equipment, materials, supplies and special items requested by faculty; assure receipt and proper distribution.

• Answer phones and greet visitors; take and relay messages; provide information to students, parents, faculty and site personnel; interpret, apply and explain District policies and school procedures and regulations.

• Perform related duties as assigned.

• Remain at work during the entire workday unless excused by immediate supervisor or designated representative.

• Maintain a professional appearance.

• Incorporate the use of technology in daily tasks.

• Maintain regular attendance.

• Adhere to the Professional Code of Ethics.

   

  KNOWLEDGE AND ABILITIES:

   

        KNOWLEDGE OF:

• School office terminology, practices and procedures.

• Modern office practices, procedures and equipment.

• Financial and statistical record-keeping techniques.

• Health and safety regulations.

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

• District organization, operations, policies and objectives.

• Oral and written communication skills.

• Interpersonal skills using tact, patience and courtesy.

• Telephone techniques and etiquette.

• Budget preparation and control.

• Operation of standard office machines.

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

• Letter and report writing skills.

   

        ABILITY TO:

• Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative matters.

• Perform public relations and communications services for the Principal.

• Maintain accurate financial and statistical records.

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

• Understand and follow oral and written directions.

• Compose correspondence independently.

• Type at an acceptable rate of speed.

• Complete work with many interruptions.

• Work independently with little direction.

• Establish and maintain cooperative and effective working relationships with others.

• Learn, interpret, apply and explain rules, regulations, policies and procedures.

• Operate a variety of office machines including typewriter, calculator and copiers.

• Maintain good public relations with students, parents, teachers and the public.

• Meet schedules and time lines.

• Plan and organize work.

• Train and provide work direction to others.

• Compile and maintain accurate records, verify data and prepare reports.

• Work confidentially with discretion.

• Communicate effectively both orally and in writing.

• 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 increasingly responsible office or secretarial experience involving public contact and record-keeping 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.