Job Abstract

GENERAL RESPONSIBILITIES:

Performs a variety clerical duties; types forms, letters, minutes and reports. Utilizes word processing, spreadsheets and presentation software. Fields telephone calls, files and performs data entry. May assist with overflow work from office and administrative assistants. Records appointments and maintains records of daily activities. Coordinates Parent-Teacher conferences. Routes daily traffic and communication to appropriate school personnel. Receipts student fees. Communicates daily with the public via phone calls and face-to-face interactions.

• Serves as the primary registrar for the school, registering all new students, transfers, and exiting students and manages student files and records including cumulatives, report cards, and interims.
• Manages all electronic student data maintaining accurate records for the district and running a variety of reports for the Principal and school district, as needed, using district student information software system.
• Maintains a variety of files, documents and student records (e.g. grades, transcripts, academic achievement records, etc.) for the purpose of documenting and/or providing reliable information relative to student records.
• Compiles a variety of reports and recommendations for the purpose of providing accurate information.
• Prepares, processes, prints and distributes a variety of documents. Some material may be of a confidential nature;
• Proofreads documents to ensure accuracy;
• Answers routine correspondence for supervisor;
• May collect and enter unit/department-related information into database. Maintains database and keeps information current;
• Schedules meetings and appointments and administers’ calendar;
• Meets/greets/screens customers/visitors. Answers questions and provides information;
• Attends meeting/trainings as assigned (e.g. workshops, Powerschool training, in-services) for the purpose of conveying and/or gathering information required to perform functions.
• Operates a variety of office machines; may maintain inventory of materials, supplies and/or equipment. May serve as first contact for office equipment maintenance;
• Answers unit/department phones, takes messages and provides responses;
• Receives, opens, and sorts mail. Receives, signs for and distributes packages. Assists with bulk mailings;
• Provides back-up for department administrative staff. Provides assistance as required to senior-level administrative staff;
• May serve on special and/or regular teams and committees;
• Performs related work as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of standard office practices, procedures, equipment and clerical techniques; Ability to make difficult arithmetic calculations, set up complex forms and statistical tables; type and transcribe accurately; establish and maintain effective working relationships with employees and general public. Knowledge of business English and spelling. Basic to Intermediate level proficiency in office-related software and equipment. Ability to maintain complex clerical records and prepare reports from records. Comprehensive knowledge of business English and spelling. Ability to establish and maintain effective working relationships with school personnel and the general public.

EDUCATION AND EXPERIENCE:

Required: High school diploma or GED. At least 2 years office experience and/or secretarial training.

Location: Assigned School

Work Schedule: 11 Months, 239 Days, 8 Hours

Paygrade: 8

Salary Scale: Uniform

FLSA Status: Non-Exempt

PHYSICAL CONDITIONS:

Must have the use of sensory skills in order to effectively communicate and interact with other employees and the public through the use of the telephone and personal contact. Regular contacts are made with individuals from other internal departments, outside organizations, and/or the general public for purposes of exchanging information which may require some judgment or interpretation. Conducts work in a sitting position; however, job requires frequent standing, walking, bending, stooping and light lifting of up to 20 lbs. unassisted.