Job Abstract

CLASS TITLE: SECRETARY I BASIC FUNCTION: Under the direction of the Principal of an elementary school, perform a wide variety of responsible clerical and secretarial duties to oversee school office activities and to relieve the Principal of a variety of administrative detail an at assigned elementary school; perform public relations and communication services; assure smooth and efficient operations of the school. DISTINGUISHING CHARACTERISTICS: School Secretary I incumbents perform responsible clerical and secretarial activities at an assigned elementary school. School Secretary II incumbents are assigned to a middle school with a more complex schedule, counseling activities and larger staff. REPRESENTATIVE DUTIES: Coordinate and manage a variety of office activities to relieve the Principal of administrative detail; prepare and accurately maintain a variety of reports, records and files related to students, staff, operations and activities. E Oversee the activities and operations of a front office at an assigned school; coordinate communication between the school office and faculty, students, parents and outside organizations; greet visitors and receive and initiate telephone calls; provide information concerning school policies, procedures, actions, activities, programs and schedules; request necessary information and take and transmit messages as appropriate. E Review student attendance rosters; verify absences with a written note or telephone call; records and maintain log of verified absences; maintain absence notes and tardy slips for future verification. E Participate in the inter-District, intra-District and open enrollment of new students; provide enrollment packets and forms; explain procedures and requirements; assist in the completion of enrollment forms as needed; assign student to the appropriate grade and classroom or consult with administrator on placement. E Monitor and assure classroom coverage; contact the SEMS system to obtain information regarding employee absences; provide directions, instructions, lesson plans, keys and schedules for substitute teachers; prepare attendance reports related to teachers and substitutes. E Perform routine first aid procedures as needed; assist in screening ill or injured students in accordance with school law and District regulations as required; contact parents and provide health information as necessary; oversee authorized student medication; maintain individual logs. E Compile information and prepare reports as directed; review and edit reports and other documents for accuracy and completeness; maintain confidentiality of information as appropriate; compose correspondence independently; monitor assigned budgets and prepare spreadsheets as needed. E Operate a variety of office equipment, including computer, typewriter, copier, laminator, intercom and other office or school machines; operate software systems to input data and generate reports. E Train and provide work direction to clerical and health staff as assigned. Supervise students in the office and monitor behavior. Receive, sort and route mail. Perform related duties as assigned. KNOWLEDGE AND ABILITIES: KNOWLEDGE OF: School office terminology, practices and procedures. Correct English usage, grammar, spelling, punctuation and vocabulary. Applicable sections of State Education Code and other applicable laws. Oral and written communication skills. Operation of a computer and other office equipment. Interpersonal skills using tact, patience and courtesy. Receptionist and telephone techniques and etiquette. Modern office practices, procedures and equipment. Record-keeping and filing techniques. Health and safety regulations. First aid procedures and basic medical terminology. ABILITY TO: Oversee the activities and operations of a front office at an assigned school site. Perform and coordinate difficult office, secretarial and clerical work involving independent judgement and requiring accuracy and speed. Understand, interpret rules and written directions and apply to specific situations. Compose correspondence independently. Establish and maintain effective working relationships with others. Meet schedules and time lines. Perform duties effectively with many demands on time and constant interruptions. Administer basic first aid to ill or injured children. Plan and organize work. Maintain records and prepare reports. Work confidentially with discretion. Communicate effectively both orally and in writing. Work independently with little direction. Operate a variety of office machines and equipment. EDUCATION AND EXPERIENCE: Any combination equivalent to: graduation from high school and three years of increasingly responsible clerical experience. WORKING CONDITIONS: ENVIRONMENT: Office environment. Constant interruptions. PHYSICAL DEMANDS: Hearing and speaking to exchange information in person or on the telephone. Dexterity of hands and fingers to operate a computer keyboard. Seeing to read a variety of materials. Bending at the waist, kneeling or crouching to file materials. HAZARDS: Exposure to blood-borne pathogens, body fluids and communicable diseases.