Building Secretary

• High School Diploma or equivalent

• Ability to work well with other employees, students and the public

• Working knowledge of office machines, computer and software used for the position

• Ability to type at least 50 words per minute

REPORTS TO: Building Principal

POSITION GOAL: To perform all clerical and secretarial tasks necessary for the efficient operation

of the office in such a manner that will reflect favorably on the school district.

TERMS OF EMPLOYMENT: 10 month secretary; 8 hour work day with an unpaid 30 minute lunch time; working all school days plus 20 additional days per year. Working fifteen days (15) before school starts and five days (5) after school is dismissed for the summer.

Paid holidays (6) are as follow: Labor Day, Thanksgiving Day, Christmas Day, New Years Day,

Martin Luther King Day, Memorial Day. NOTE: The day prior to Thanksgiving only if both evenings of Parent Teacher Conferences were worked. Otherwise this is a workday.

Unpaid days off: Day after Thanksgiving, Christmas Break, President’s Day and Spring Break, Good Friday

12 month secretary: Receives Good Friday, Independence Day, and President’s Day as paid holidays in addition to those above. Summer hours - 6 1/2 hours per day beginning the week after school is out with approval of the principal

EVALUATION: One written evaluation per year by the Principal or designee

1. JOB RESPONSIBILITIES

2. Acts as receptionist for the office presenting telephone callers or visitors a good impression of the school.

3. Types, emails, faxes, mails correspondence and creates or prepares various other documents as requested

4. Answers the telephone within three (3) rings or less in a pleasant, courteous and tactful manner, and then relays messages to appropriate personnel

5. Keeps office, copy room, and lobby neat, orderly and free of clutter

6. Sorts and places incoming mail and packages in appropriate staff mailboxes daily

7. Aids with the maintenance and updates of the inventory of the building

8. Responsible to collect all student fees, issue receipts, and prepare deposits as well as maintain records dealing with building finance

9. Assists with the building fundraiser

10. Responsible for maintaining, issuing, and ordering supplies

11. Operates and responsible for maintaining supplies/service on various office equipment including the copy machines, fax, computer and/or printers.

12. Assists in enforcing school rules

13. Dispense medication to students when needed with parent permission and takes care of minor first aid issues

14. Makes appropriate contacts when students are absent, ill, or injured and keeps principal informed of any issues

15. Assists the school nurse, social worker, and guidance counselor on an as needed basis

15. Maintains confidentiality of information; works to defuse rumors with regard to school rumors

16. Enrolls, withdraws, schedules, maintains court documents, and residency of students

17. Maintains all student permanent files including active, inactive, electronic, and hard-copy

18. Works with the EMIS Coordinator to properly maintain building records

19. Maintain staff absence records, monitor substitute fulfillment and prepare payroll composite information

20. Maintains building website and calendar

21. Performs other related tasks as assigned by the Principal

2. PERSONAL QUALITIES

1. Is a self starter; performs needed tasks without being asked

2. Maintains a well groomed professional appearance

3. Displays a positive attitude

4. Is punctual and dependable

5. Is flexible and able to manage multiple responsibilities.

6. Calmly reacts to emergency situations

7. Demonstrates an ability to make sound decisions independently

8. Maintains professional behavior when dealing with staff

9. Maintains a close working relationship with the other building secretaries

3. HUMAN RELATIONS

1. Cooperates with all employees

2. Shows tact and diplomacy when dealing with the public

3. Communicates all legitimate concerns to the supervisor

4. Demonstrates an ability to be fair and consistent when dealing with students

5. Maintains a warm and inviting atmosphere in the office

6. Presents a supportive image with regard to decisions concerning policy and procedures even

though you are not in agreement

7. All responsibilities are subject to the assignment of the principal/superintendent

4. SCHOOL-COMMUNITY RELATIONS

1. Conveys and communicates a positive image of the school district

2. Is supportive of the school in the community setting