LAFAYETTE SCHOOL DISTRICT
School Secretary

DEFINITION: Under the supervision of the Principal, to act as secretary and receptionist in a school office; to assist the Principal by relieving him/her of clerical detail; and to do related work as required.

JOB CHARACTERISTICS: Positions in this class are characterized by the relatively small amount of supervision received as many of the duties must be performed in the Principal’s absence; the School Secretary must exercise discretion, make independent decisions and interpret policies with some degree of initiative; and constant contact with parents, teachers, and students under varied conditions.

• Serves as confidential secretary to the principal
• Maintains both a school and Principal’s calendar, and keeps all parties concerned informed
• Has specific responsibilities for handling monies
• Prepares and maintains a bookkeeping system for school and student body expenditures on an Excel spreadsheet
• Prepares requisitions; receives, inspects, stores, records and checks inventories; and issues supplies and instructional materials
• Responsible for clerical support of special school programs such as lunch, milk, student body, special classes, home teaching, team teaching, departmentalized programs, etc
• Uses Attendance System (currently Aeries) to maintain student attendance records and for submitting attendance reports to the District Office
• Takes dictation and transcribes a variety of communications
• Screens and answers requests for information, requiring a knowledge of general school objectives and policies, and State laws and regulations
• Independently answers routine correspondence not requiring the Principal’s attention
• Registers new students and processes files, legal data forms, and attendance records
• Assists in the preparation of test score reports
• Maintains time sheets and records, and records attendance for site employees
• Responsible for checking in audio-visual materials from the County and circulating to the teachers
• Has primary responsibility for overall operation of school office
• Files records and reports
• Answers telephones and confers with parents regarding pupils’ absences and other matters of student welfare
• Schedules the use of school facilities
• Administers necessary first aid to pupils and maintains records
• Assists teachers with typing support and the use of office machines
• Performs other duties as assigned

QUALIFICATIONS
Knowledge of:
• Basic modern office methods, practices and procedures.
• Correct English usage, spelling, grammar, and punctuation.
• Common office machines and operation.
• Word processing and spreadsheet applications.
• First aid, as evidenced by possession of Red Cross certificate within six months after employment. Subsequent renewals and/or attendance at inservice first aid training required.
• Principles and practices of supervision.

Ability to:
• Perform responsible clerical and secretarial work with accuracy and speed.
• Learn and explain rules, laws and policies and apply them with sound judgment in a variety of procedural situations.
• Make arithmetical calculations quickly and correctly.
• Compile and maintain accurate and complete records and reports.
• Follow oral and written directions.
• Establish and maintain cooperative and effective working relationships with students and adults.
• Type at a rate of 45 words a minute.
• Effectively use word processing, spreadsheet and database applications.
• Analyze situations and adopt an effective course of action.
• Compose correspondence independently.

Experience:
• Three years of experience in clerical or secretarial work of a responsible nature, requiring frequent contact with the public, preferably in a school setting.

Education:
• High school diploma supplemented by one year of computer-related coursework/training that includes spreadsheet and data base applications.