School Secretary- 9 Month (DEMS)

School Secretary

Supervised by/Reports to: Principal

Supervises: None

FLSA Status: Non-Exempt

Board Approved: (Under Revision)

Job Goals:

• To manage the school office, records, correspondence, and accounts for efficient, effective support of the school programs.
• To support the principal in providing high quality educational programs by the efficient and orderly operation of the school office.

Qualifications:

• High school diploma or equivalent; secretarial, clerical, and/or bookkeeping training preferred.
• Successful work experience in a comparable or related position, preferred.
• Ability to meet the suitability criteria for employment and/or certification/licensure under the Alabama Child Protection Act of 1999 and Act No. 2002-457.
• Knowledge of general office procedures and school office operations.
• Demonstrated proficiency in oral and written communication skills.
• Effective interpersonal skills, with an emphasis on communication and collaboration with a wide variety of people and groups.
• Ability to work independently, prioritize tasks, and perform assignments as directed with accuracy, attention to detail, and within established time frames.
• Ability to develop proficiency in the use of PowerSchool, McAleer or other school/system software.
• Demonstrated ability to work independently, make decisions and prioritize tasks to accomplish job responsibilities and assignments.
• Knowledge of computer network operations, data entry and retrieval using technology, word-processing, presentation software, spreadsheets, databases, and electronic communication software.
• Ability to remain calm and use good judgment in emergency situations.
• Ability to exercise tact, courtesy, and initiative in dealing with students, parents, faculty, and the public.
• Ability to use technology to communicate, to manage data, and to produce/submit required reports, prepare correspondence, perform scheduling, and/or manage and present information.
• Physical strength, mobility, dexterity, stamina, and acuity to perform job responsibilities.
• Ability to engage in prolonged sitting.
• Ability to be punctual and in regular attendance.

1. Such alternatives to the above qualifications as the Board may require.

Performance Responsibilities and Essential Functions:

• Demonstrates support for the school system and its vision, goals, and priorities.
• Provides secretarial service and office management for the principal.
• Performs duties and represents the system in a courteous, positive, and professional manner.
• Oversees the principal's appointments schedule, meetings, correspondence, files, and records.
• Provides management and supervision of the principal's office.
• Prepares, reviews, and distributes information communications from the principal to teachers, parents, students, or other system personnel as directed.
• Verifies and submits requested records and reports.
• Maintains employee attendance, check-in, check-out, time clock, and leave records.
• Requisitions office supplies and schedules equipment maintenance for the principal's office.
• Contacts parents, vendors, other system personnel, and/or students as directed.
• Performs the duties of the school receptionist or secretary-bookkeeper when required.
• Assists with general school office operations as needed.
• Ensures accurate and appropriate correspondence with parents, faculty, administration, and staff.
• Assists the principal in obtaining or compiling needed documentation, verifications, or records for meetings, projects, planning, or legal proceedings.
• Meets and deals effectively with the general public, staff members, students, parents, administrators, and other contact persons using tact and good judgment.
• Exhibits interpersonal and collaboration skills to work as an effective team member.
• Models and maintains high ethical standards.
• Demonstrates initiative in the performance of assigned responsibilities.
• Posts/records and files correspondence and reports as directed.
• Assists office personnel and/or administrators as needed with preparations for meetings, projects, visiting groups, delegations, or conferences.
• Participates in the training programs offered to increase skill and proficiency related to assignment.
• Ensures adherence to security rules and safety standards.
• Arranges for technical support, servicing, and effective operation of office technology and office machines as needed.
• Maintains appropriate confidentiality regarding school/workplace matters.
• Demonstrates initiative in identifying potential problems and/or opportunities for improvement in areas of responsibility.
• Reports potential problems, unusual events, or work irregularities to appropriate administrative or supervisory personnel.
• Responds to inquiries, requests, constructive feedback, concerns and/or complaints in a timely and positive manner.
• Maintains and submits reports, records, and correspondence in a timely and accurate manner.
• Properly uses and cares for equipment and material resources of the school system and effectively supervises and monitors others in the care, maintenance, and use of tools, equipment, and inventory.
• Serves on school system committees, tasks forces, and representative groups as required.
• Adheres to school system rules, administrative procedures, local Board policies, and state, federal, and local regulations.
• Reports absences and takes leave in accordance with Board policies and procedures.
• Performs any other job-related duties as assigned by the Principal.

Terms of Employment: Nine-month position in accordance with the Board approved salary schedule.

Evaluation: Performance of this job will be evaluated in accordance with provisions of the State Department of Education and/or Tuscaloosa County Board of Education policy on evaluation of classified personnel.

The statements above are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities as needed.