HELENDALE SCHOOL DISTRICT 

SCHOOL SECRETARY 

Range 18

DEFINITION: 

Performs and coordinates varied and responsible confidential clerical and secretarial work and serves as secretary to the school principal; to serve as an office manager and receptionist; and to relieve the principal/school administrative manager of clerical, secretarial and routine administrative details. 

SUPERVISION RECEIVED AND EXERCISED; 

Receives general supervision from the school principal. 

May exercise technical and functional supervision of student assistants or clerical support staff. 

EXAMPLES OF DUTIES: 

Duties may include, but are not limited to the following: 

Provides a variety of secretarial and clerical duties for the principal/school administrative manager.

Performs as receptionist in the school office/handling telephone and face to face contacts from the public.

Provides information to teachers, students and the public on school and district policies and procedures. 

Receives, relays and handles material of a confidential nature. 

Distributes authorized medication pursuant to doctor's orders, provides minor medical procedures including, but not limited to, bandages, temperature, check blood sugar, ice packs, and splints to students. Notifies parents, is responsible for obtaining other assistance as needed for sick and injured students. 

Records, maintains, and verifies school substitutes timecards. 

Maintains official record of attendance for each student in school. 

Issues tardy slips for students who arrive late.

May place calls to parents to determine reasons for student absence and other information. 

May keep up-to-date files on attendance and current enrollment figures through perpetual enrollment and board reports.

Handles new enrollments and requests/receives cumulative records.

Prepares and disseminates a wide variety of communication materials, including correspondence, reports, and memoranda. Types and files letters, bulletins, schedules, requisitions, documents, tests, interoffice correspondence, and other related materials, etc., using independent judgment. 

Receives, opens and routes mail materials. 

Assembles and mails various notices to parents. 

Assists in coordinating events for the activity calendar, to include transportation.

Collects money, makes deposits, issues checks and maintains related records for associated Student Body Accounts. 

Documents Chromebook distribution and collection.

Assists the principal in monitoring site budget. Researches vendors, prices and prepares requisitions for site supplies and equipment. 

Submit maintenance requests.

Coordinates the scheduling of student services.

Coordinates conferences per the direction of the Principal.

Supervises students as needed.

Collection of reimbursement forms from staff for approval.

Processes Principal Calcard statements  

Provides guidance to substitutes as needed.

Supports district priorities for a safe and clean campus. 

Performs other related duties as assigned. 

Maintains key log and check in/check out procedures

EXPERIENCE, QUALIFICATIONS and REQUIREMENTS: 

Experience:

Any combination of experience and training that would likely provide the required knowledge and abilities is qualifying. A typical way to obtain the knowledge and abilities would be: 

Two years of responsible secretarial and clerical experience. Experience in a school setting is highly desirable. 

Knowledge of: 

Basic record keeping

English usage, spelling, grammar and punctuation

Modern office practices, procedures, methods and equipment, including PC Word.

Student information systems

Principles of basic mathematics. 

Ability to: 

To organize and prioritize workload. 

Perform responsible clerical work with accuracy and speed. 

Perform mathematical calculations with accuracy and speed,

Analyze situations carefully and adopt effective courses of action. 

Learn, interpret and apply administrative and departmental policies, laws and regulations. Compose routine letters and memos. 

Understand and carry out oral and written directions. 

Work effectively in the absence of supervision. 

Communicate effectively, both orally and in writing. 

Establish and maintain cooperative working relationships. 

Minimum Requirements:

Type accurately at a speed of 50 w.p.m. 

Equivalent to the completion of the twelfth grade. 

Passage of district approved tests. 

Possess an appropriate valid California driver's license. 

Operate district-owned vehicles in accordance with district insurance expectations. 

Successfully complete an oral interview.

Revised: August 16, 2022

Board Approved:10/19/2022