Class Title:
School Secretary I
PRIMARY FUNCTION
Under general supervision, serves as secretary to the principal; assists the principal by relieving him/her of clerical and administrative details; coordinates and personally performs a variety of difficult clerical tasks; does related work as required, consistent with job description.
ORGANIZATIONAL RELATIONSHIPS
Directly responsible to designated administrators.
ESSENTIAL JOB FUNCTIONS
- Acts as secretary to the principal
- Coordinates the work of other clerical staff
- Maintains confidential files
- Receives callers in person and over the telephone, answering questions regarding school matters or scheduling appointments with a principal, assistant principal, or other staff members
- Coordinates and personally performs a variety of difficult clerical work
- Transcribes dictation of letters and reports, memorandums, newsletters, and other documents
- Maintains inventory and prepares attendance reports for school employees
- Receives, opens, and distributes mail
- Makes arrangements for the use of school facilities by community groups
- Requisitions and distributes supplies
- Arranges for necessary repairs to office equipment; assists in accounting for school funds
- Operates typewriter, copying and duplicating machines, adding machines, and school communication equipment
- Prepares data for processing; operates a computer terminal and utilizes the available programs
- Learns and interprets school district policies, rules, and regulations and apply them with good judgment in a variety of procedural matters without immediate supervision
- Learns to use the District’s computer system and utilizes the available programs
- Performs difficult and responsible clerical work with speed and accuracy
- Compiles and maintains accurate and complete records and reports
- Makes arithmetical calculations with speed and accuracy.
DEMONSTRATED KNOWLEDGE AND ABILITIES:
KNOWLEDGE OF:
- Modern office practices, procedures and equipment.
- Operation of a computer and assigned software.
- Terminology, processes and operations of assigned office or program.
- Record-keeping and filing techniques.
- Telephone techniques and etiquette.
- Basic research methods and report preparation techniques.
- Correct English usage, grammar, spelling, punctuation and vocabulary.
- Interpersonal skills using tact, patience and courtesy.
- Applicable laws, codes, rules and regulations.
- Oral and written communication skills.
- Basic budgeting practices regarding monitoring and control.
- Basic math.
- Proper methods of storing equipment, materials and supplies.
ABILITY TO:
- Communicate effectively with students, parents, staff and administration.
- Interpret, apply and explain applicable laws, codes, rules, regulations, policies and procedures.
- Answer telephones and greet the public courteously.
- Maintain records, logs and files.
- Learn principles of training and providing work direction and guidance to others.
- Compile, assemble, verify and prepare data for records and reports.
- Determine appropriate action within clearly defined guidelines.
- Compose correspondence and written materials independently.
- Work independently with little direction.
- Establish and maintain cooperative and effective working relationships with others.
- Meet schedules and time lines.
- Plan and organize work.
- Add, subtract, multiply and divide quickly and accurately.
- Operate a variety of office equipment including a computer and assigned software.
- Be able to multitask
- Maintain consistent, punctual and regular attendance.
- Move hands and fingers to operate a computer keyboard.
- Hear and speak to exchange information in person and on the telephone.
- Sit or stand for extended periods of time.
- See to read a variety of materials.
- Bend at the waist, kneel or crouch to file materials.
QUALIFICATIONS
- Type at a speed of thirty-five (35) words per minute
- Take dictation and transcribe manually at a speed of eighty (80) words a minute or use dictation equipment
- Pass qualifying tests.
EXPERIENCE
Two (2) years of responsible and varied experience in stenographic and clerical work, preferable including at least one (1) year of experience in a school district.
