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TITLE:
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School Secretary – Middle School/Junior High
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QUALIFICATIONS:
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1.
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High School Diploma or verifiable G.E.D.
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2.
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Training as a secretary OR previous experience in office management or a secretarial position preferred
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3.
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Proficiency in use of computer hardware and software with facility and under pressure
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4.
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Demonstrated ability to be organized and self-directed
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5.
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Demonstrated ability to listen to and communicate with a wide variety of people, including students, other employees, parents, and the community
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6.
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Excellent attendance history
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7.
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Ability to maintain confidentiality
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Alternative to the above qualifications as the Governing Board finds appropriate and acceptable.
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REPORTS TO:
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Principal
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WORKS CLOSELY WITH:
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Assistant Principal, Attendance Clerk, Health Attendant, Teachers, Purchasing Coordinator
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SUPERVISES:
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JOB GOAL:
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To assist the Principal by providing a well-organized, smooth-functioning school office.
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PERFORMANCE RESPONSIBILITIES:
This list represents the essential tasks performed by the position. These essential job functions are not to be construed as a complete statement of all duties performed. Employees will be required to perform other duties as assigned. Duties, responsibilities and activities may change at any time with or without notice.
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1.
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Provide clerical and administrative support to the Principals, teachers, and other staff as directed
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2.
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Ensure that the school operates in a consistently organized manner every day.
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3.
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Communicate on behalf of the Principals: schedule appointments, handle in-coming and out-going mail, respond to parents’ questions and concerns, post notices/memos to staff and parents.
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4.
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Act as first point of contact between the school and community and other internal and external stakeholders.
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5.
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Act as primary registrar for the school, enrolling students, requesting records, and responding to records requests.
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6.
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Maintain student cumulative folder records as prescribed by the District, ensuring that the Health Attendant maintains the medical records portion.
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7.
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Assist Principals with master schedules for the semester and event calendars, cross-referencing with District timelines and facility availability.
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8.
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Organize and maintain records necessary for Principals including: employee attendance, substitute teacher coordination, student activity funds, site key security.
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9.
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Process employees’ work and absence records (time sheets, PTO requests) for the Principal’s approval and submit to the District Payroll Coordinator.
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10.
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Order, organize, and dispense supplies needed by the Principals, teachers, and office personnel.
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11.
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Maintain service and supplies for office machines (copiers, printers, fax).
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12.
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Disperse US and inter-office mail.
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13.
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Collect and disburse funds from cash accounts, keeping accurate records of collections and disbursements.
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14.
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Collaborate with and assist other essential school office personnel to insure that all tasks are done efficiently and in a timely manner.
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15.
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Coordinate appropriate documents for communication with the District office.
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16.
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Manage multi-line phone systems and public address systems.
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17.
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Maintain confidentiality regarding student and employee information and records.
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18.
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Maintain appropriate records regarding Mandatory Reporting by staff to the Department of Child Safety.
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19.
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Perform other tasks as assigned by the Principal.
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TERMS OF EMPLOYMENT:
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206 days/1920 hours per year with a one-year work agreement. Salary to be established with the Board.
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EVALUATION:
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Performance will be evaluated annually in accordance with provisions of the Board’s policy on Support Staff Rating.
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