Job Abstract

LODI UNIFIED SCHOOL DISTRICT CLASS TITLE: PRINCIPAL SECRETARY I BASIC FUNCTION: Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in administrative details. DISTINGUISHING CHARACTERISTICS: The Principal Secretary I classification reports to the Principal of an elementary school site. The Principal Secretary II classification reports to the Principal of a middle school, continuation high school, adult school or other comparable site. REPRESENTATIVE DUTIES: Individual positions may not perform all of the duties listed nor do these examples include all responsibilities of positions in this class. Serve as secretary to the Principal; take and transcribe minutes of meetings; compose correspondence and bulletins independently; prepare, type and distribute communications; schedule appointments and meetings; make travel arrangements; receive, open, prioritize and distribute mail. E Coordinate the overall office activities to assist the Principal in administrative details; prepare and accurately maintain a variety of reports, records and files relating to students, staff, operations and activities. E Organize budget and financial material to maintain accurate fiscal records; record expenditures and transfer funds as appropriate. E Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, faculty and student bulletins, reports and statistical data. E Communicate with District Office to coordinate substitute teachers to cover absences; assist in orienting substitute personnel to the school facility and assigned classroom. E Process the certificated and classified payroll including the completion and submission of time sheets to the District Office; maintain accurate records with respect to personnel; assist substitute teachers and classified personnel by providing them with keys and materials; secure period substitutes and prepare substitute time sheets; type evaluations. E Lead the activities of the office staff, provide training, technical leadership and direction as necessary; assure compliance with established procedures. E Provide information to students, staff and the public concerning school policies, procedures, actions, activities and schedules as appropriate; maintain school calendar and coordinate school events as requested. E Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory and student activities; prepare and maintain related records, files and logs. E Collect and account for monies collected in conjunction with school activities; secure monies and process according to established procedures. E Enroll, register and schedule new students; complete enrollment information and enter into computer; complete records for the release or transfer of students. E Operate a variety of office equipment including typewriter, calculator, copies, computer and communications equipment and other school office equipment. E Maintain accurate and current student emergency release information and oversee the release of students to authorized parent/guardian or approved individual. E Prepare a variety of budget and financial materials, correspondence reports and statistical information; assist with payroll and personnel matters as appropriate. E Administer basic first aid to injured students within guidelines of District policy. E Provide medication to students as directed by physician instructions and as approved by parents in accordance with District policy. Prepare requisitions for the purchase of supplies and equipment according to established procedures; maintain general budgetary and inventory records related to purchases. Perform a wide variety of tasks in support of certificated, classified and management personnel. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: School office terminology, practices and procedures. Modern office practices, procedures and equipment. Financial and statistical record-keeping techniques. Receptionist and telephone techniques and etiquette. Letter and report writing skills. Correct English usage, grammar, spelling, punctuation and vocabulary. Oral and written communication skills. Interpersonal skills using tact, patience and courtesy. Basic first aid techniques. Operation of standard office machines including computer equipment. ABILITY TO: Learn, interpret, apply and explain school and District policies, rules and procedures. Understand and perform duties within scope of authority. Establish and implement revised office procedures as needed and according to established guidelines. Understand and interpret rules and written directions and apply to specific situations. Compose correspondence independently. Perform duties effectively with many demands on time and constant interruptions. Type at 45 words net per minute from clear copy. Establish and maintain effective working relationships with others. Meet schedules and time lines. Plan and organize work. Train and provide work direction to others. Work confidentially with discretion. Communicate effectively both orally and in writing. Understand and follow oral and written directions. Work independently with little direction. Operate a variety of office machines including typewriter, computer terminal, calculator and copiers. Compile and maintain accurate records and prepare reports EDUCATION AND EXPERIENCE: Any combination equivalent to: high school diploma or equivalent and increasingly responsible clerical experience involving frequent contact with the public and record keeping experience. LICENSES AND OTHER REQUIREMENTS: Valid Red Cross First Aid Certificate. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. Excessive intermittent noise. PHYSICAL DEMANDS: Dexterity of hands and fingers to operate a computer keyboard and other office equipment. Sitting for extended periods of time. Bending at the waist, kneeling or crouching. Reaching overhead, above the shoulders and horizontally to retrieve and store files and supplies. HAZARDS: Contact with dissatisfied or abusive individuals. Board Approved 11/2/99