Campus Secretary, ES

Job Title: Campus Secretary, ES
Reports to: Principal
Dept./School: Assigned Campus
Exemption Status/Test: Non-Exempt

Days: 210

Pay Grade: CT5

Primary Purpose:
Ensure efficient operation of school administrative office and provide clerical services for school’s administrative staff.

Qualifications:

Education/Certification:

• High School Diploma/ G.E.D. Certificate
• 30 semester college hours with some business orientation or equivalent business school
• OR successful demonstration of seven areas of competence specified in the professional standards program of the National Association of Education Office Personnel, including typing, transcription, filing procedures, office records, management, and business writing
• OR five years of general documented clerical/secretarial experience
• Candidate must have satisfactory outcome of fingerprinting background check. Non- refundable fee (approximately $50.00) paid by the employee

Special Knowledge/Skills:

• Proficient word processing and file maintenance skills
• Effective organizational, communication, and interpersonal skills
• Ability to use personal computer and software to develop spreadsheets, databases, and do word processing
• Knowledge of basic accounting principles
• Communication (written and oral)
• Word processing/computer skills: required Microsoft Word, Spreadsheet (either Lotus, Excel, Quatro Pro, etc.), Quicken, preferred WordPerfect
• Bookkeeping skills

Experience:

• Three years of general clerical/secretarial experience
• OR three years of experience as Educational Secretary I or II

Major Responsibilities and Duties:

Records, Reports, and Correspondence:

• Prepare written correspondence, forms, schedules, or reports using personal computer.
• Performs and assumes clerical/secretarial tasks under general guidance of professional personnel.
• Establishes and maintains fiscal accounts, personnel records, student records, visitor logs, and other documents.
• Prepare instructional materials, meeting agendas, honor rolls, graduation lists, and campus communication as requested, using typewriter or personal computer.
• Maintain a daily teacher attendance log and records for substitute teachers.
• Monitor and process personnel time records including leave requests and reports. Compile information and submit to central office according to established deadlines.
• Maintain school calendar of events.

Reception and Phones:

• Schedule meetings and appointments and maintain calendar for principal.
• Assist students, teachers, and parents as needed.
• Receive incoming calls, take reliable messages, and route to appropriate staff.

Files:

• Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
• Update handbooks, policy manuals, and other documents as assigned.

Accounting and Inventory:

• Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
• Prepare and process purchase orders.
• Receive, store, and issue supplies and equipment.
• Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s).
• Assist with coordination of faculty meetings and campus activities.
• Assist with campus budget preparation.
• Maintain inventory of fixed assets, equipment, and supplies.

Other:
Sort, distribute, or deliver mail and other documents.
Maintain confidentiality.

Supervisory Responsibilities :

None.

Mental Demands/Physical Demands/Environmental Factors:
Tools/Equipment Used: Standard office equipment including personal computer and peripherals
Posture: Prolonged sitting; occasional standing, walking, climbing, bending/stooping, crouching, pushing/pulling, and twisting
Motion: Repetitive hand motions; prolonged use of computer; occasional reaching; sensory ability needs-hearing, near vision, far vision, peripheral vision, individual color distinction, depth perception.
Lifting: Occasional light lifting and carrying (less than 15 pounds)
Environment: May work prolonged or irregular hours, physical exposure to cold and heat
Mental Demands: Work with frequent interruptions; maintain emotional control under stress

The foregoing statements describe the general purpose and responsibilities assigned to this job and are not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.