School Secretary
Location: Site Level School	Reports To: School Principal
FLSA Status: Non-Exempt
Salary Range: Per WBR Salary Schedule	Terms of Employment: 10 Months
GENERAL OVERVIEW
Under the direction of the Principal, the school secretary is responsible for coordinating the activities of the school office. Must perform routine clerical duties in a professional and business-like manner. The position requires the independent exercise of judgment in accordance with School Board policy and procedure. The School Secretary must exercise discretion and the appropriate level of confidentiality in dealing with the public, school and district employees, and Board members.
PERFORMANCE RESPONSIBILITIES
Job Tasks, Duties and Responsibilities: Manage the front office and providing outstanding customer service to all visitors Assisting parents in person and on the phone Signing visitors in/out Keeping front office/work area tidy Take messages for principal and all staff Update transportation information for students in student informatin system Creating/updating emergency contact information for teachers Preparing Official beginning of the year documentation Track completion of required training for staff Communicating with maintenance on all repairs throughout the year File student data electronically to maintain accurate and complete records Bookeeping/oversee school funds account Student and Staff Attendance: Intake of student medical excuses Enter excuses into OnCourse Database File doctors’/ parents' excuses Check in tardy students, update their attendance in OnCourse Call DS Bus Company to check on status of missing busses and call for busses that missed students Oversee checking in and out for students School Process and Procedures: Distribute doctor orders to nurse Signing for packages from curriers Making copies for teachers when needed Getting new uniforms for students as needed Calling students to the office as needed Check in people/parents for meetings Remain at school until all students are picked up Arranging afternoon pick up for students that miss the bus or parents are late Enrolling students, making sure all have proper forms and proof of residency Dropping students Recording enrollments and drops in the in-house binder Requesting records for incoming students, sending records Checking folders for proofs of residency Collect and update Student Emergency forms in OnCourse system (Aug- Oct) Call home regarding forms that were not completely or properly filled out (Aug-Oct) Communications: Make sure teachers have checked their mail boxes as needed Place mail in teachers’ mailboxes Typing, copying, faxing, emailing documents Draft letters as needed Manage correspondence for school principal, including writing letters and responding to emails Equipment and Inventory: Assisting teachers with the copy machines Scan, fax and copy confidential documents with discretion Competencies and Skills: Problem solving skills Professionally troubleshoot problems for staff Organizational and planning skills Balancing multiple and competing priorities Attention to detail Creating, ordering invitations for school events (save the date, orientation, open house, etc)
MINIMUM QUALIFICATIONS
High School Diploma or GED; supplemented by three (3) years successful clerical experience to include the use of computers and standard software applications such as Word Perfect, Microsoft Word, and Excel; or and equivalent combination of training and experience. Excellent computer and keyboard skills are required.
ABILITIES AND SKILLS
Work Environment: The School Secretary will work in an environment adhering to the School Board energy policy. Workday consist of regular school hours. Then length of the workday varies as the result of evening activities or emergencies. In addition, job responsibilities may require work on weekends or holidays and attendance at meetings. Communication Skills: The School Secretary must be able to effectively communicate in English both orally and in writing. Must have ability to accurately give and receive information via telecommunication system and must be able to communicate successfully with students, teachers, parents, school personnel, and the community. Equipment Used: The School Secretary should be able to use a telephone, audio-visual equipment, computer, copy machine, laminator, and other appropriate machines and equipment relative to office management. Physical and Mental Involvement: The School Secretary must be able to perform these physical activities: standing, walking, reaching bending, and lifting 40 pounds (sometimes required). The School Secretary must be able to plan and implement appropriate financial projects and reports. Must be able to understand and interpret written and verbal instructions. Must keep accurate, up-to-date records. Must be able to comply with federal, state and parish regulations. Human Relations: The School Secretary must be able to work cooperatively with district personnel and the community. Must be able to respond appropriately to supervision and accept commendations and recommendations. Must demonstrate sensitivity/understanding in interpersonal relations with persons of diverse cultures/backgrounds.