Job Description
School Secretary SUMMARY: Serves as secretary to the principal and as a facilitator for the school/public being served
in communicating information, problem-solving, material acquisition, cash handling, and record
keeping. Canidate must be very detail-oriented and a great multi-tasker. We are seeking a candidate with a strong public servant mindset and a genuine service attitude, committed to prioritizing the well-being of children-if you are passionate about making a positive impact in the lives of kids and truly love what you do, this job may be of interest to you. Check out our website at and follow us on Facebook to learn more about who we are.
ESSENTIAL DUTIES AND RESPONSIBILITIES Other duties may be assigned. (NOTE: duties may vary according to building level and according to the distribution of duties among multiple secretaries.)
- Communicates regularly with various internal and external publics to develop and maintain a positive school/community relationship.
- Makes and receives telephone calls, takes messages, routes calls.
- Maintains school records and files for the building and principal.
- Distributes mail.
- Greets visitors.
- Responds to inquiries from students, teachers, parents, and the community.
- Compiles and submits a variety of daily, weekly, monthly, or yearly reports, as assigned.
- Types, prepares, distributes, and files records, reports, correspondence, mailings, etc. related to building functions and principal needs.
- Orients substitute teachers and processes substitute attendance for payroll.
- Processes staff attendance for payroll.
- Takes/transcribes notes for correspondence.
- Provides appropriate first aid needs in the absence of the school nurse; administers medication according to policy and regulations in the absence of the school nurse.
- Schedules use of the building.
- Orders, processes, and maintains office supplies and equipment.
- Operates standard office equipment.
- Attends professional development training as scheduled.
- Assists with maintenance of student scheduling and master schedule.
- Assists with the registration of students and data entry of student information.
- Processes requisitions and purchase orders.
- Maintains current bus information for new students.
- Enters student attendance records into Eschool on a daily basis and processes parental notifications as assigned.
All candidates, regardless of the position they are applying for, must demonstrate the following additional essential skills to align with the mission and vision of Gentry Public Schools: - Consistently monitor district email to stay informed and respond promptly to important communications.
- Submit requested data and information in a timely manner.
- Attend all scheduled meetings organized by supervisors and district administrators.
- Complete necessary paperwork as directed.
- Demonstrate proficiency with workplace technology and adapt as needed.
- Prioritize safety by ensuring all doors and windows are securely locked.
- Respect the established chain of command in all interactions.
- Stay informed about and understand the district's crisis management plan.
- Exemplify professional excellence in the school, community, and on social media.
- Focus on their designated responsibilities and collaborate effectively while respecting the boundaries of their role.
- Serve as a strong advocate for the school district, promoting its values and achievements both internally and in the broader community.
- Maintain a positive attitude and actively contribute to a supportive and constructive work environment, avoiding negativity.
- Demonstrate reliable attendance to maximum student instruction and enhance learning outcomes.
SUPERVISORY RESPONSIBILITIES: None. May assist in directing the work of clerical aides or student office assistants.
QUALIFICATION REQUIREMENTS
: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and/or EXPERIENCE: High school diploma
LANGUAGE SKILLS: Ability to read and interpret documents such as safety rules, operating and maintenance instructions,
and procedure manuals. Ability to write routine reports and correspondence. Ability to speak
effectively before groups of people.
MATHEMATICAL SKILLS: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.
REASONING ABILITY: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
OTHER SKILLS and ABILITIES: Ability to pass a typing test at 55 words per minute. Ability to operate a personal computer and related software. Ability to get along with other people. Patience in dealing with parents and students. Ability to develop effective working relationships with students, staff, and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies. Ability to maintain confidentiality.
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to stand, walk, and sit. The employee is occasionally required to stoop, kneel, crouch, or crawl. The employee occasionally lifts and/or pushes up to 50 lbs. Specific vision abilities required by this job include close vision, distance vision, and depth perception.
WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment may vary from quiet to noisy.
The information contained in this job description is for compliance with the Americans with Disabilities (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual currently holding this position and additional duties may be assigned. Gentry Public School District
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