DEFINITION:

Under the direct supervision of the Site Administrator, the Secretary I serves as secretary/receptionist for the school(s), handles a variety of student, parent, teacher and public contacts, performs a variety of highly responsible clerical work and does other related work as required.

EXAMPLES OF DUTIES AND RESPONSIBILITIES: 

Performs as communications center for the school, handling the regular mail, phones, daily bulletins, calendars, faxes, E-mail, notes, messages, etc.

Maintains availability at reception area to handle and direct any situation for appropriate resolution.

Keeps current files for all necessary school and office records.

Maintains daily student attendance records and registers, establishes and maintains accurate, up-to-date student records and transcripts, and is responsible for all County and State attendance accounting.

Prepares and updates class schedules.

Processes incoming and outgoing students, requesting, receiving, routing, sending student records in an appropriate and timely manner, assigning lockers, preparing necessary records and notices to staff.

Tracks mandated costs and prepares required reports.

Prepares and monitors Short-term Independent Study Contracts for students going on trips.

Administers basic first aid, notifies parents in case of major injury or illness, and maintains student injury records, emergency procedure card file and first aid supplies.

Prepares regular or computerized report cards for all students, computes GPA’s for honors list, organizes and mails report cards, merit and deficiency notices, quarterly; makes initial evaluation of students’ eligibility for graduation.

Enters, maintains, updates and retrieves a variety of computer data.

Manages, under administrative supervision, all aspects of school supplies; inventory, purchase, ordering, distribution, and record keeping.

Prepares and distributes lunch program information; collects and evaluates eligibility applications for free/reduced priced meals, verifying 3% of applications.

Maintains and/or arranges for maintenance of office machines and equipment.

Performs various secretarial and clerical work  as time permits in relation to other necessary responsibilities.

Performs related duties as required. 

KNOWLEDGE OF: 

Correct English usage, spelling, grammar, punctuation and vocabulary.

Mathematical procedures for basic accounting and purchasing assignments.

Modern office methods, and practices and procedures, including a filing systems, receptionist and telephone techniques and letter and report writing.

Operation and maintenance of office equipment including computers, printers, copiers, typewriters, calculator, telephones, and other office equipment.

Procedures for purchasing, receiving, management and distribution of school supplies.

Rules, regulations, laws and policies governing the School District.

ABILITY TO:

Deal effectively with a wide variety of personalities and situations requiring diplomacy, friendliness, poise, and firmness.

Maintain a calm, efficient operation of the school office with frequent distractions.

Establish and maintain cooperative, professional relationships with those contacted during the course of daily work students, staff, and the public.

Analyze situations accurately and adopt an effective course of action.

Organize and perform a variety of secretarial and clerical work.

Learn and use effectively evolving communication technology.

Effectively prioritize and flexibly re-prioritize time and attention to meet the changing needs of the school.

Compile and maintain accurate and complete records and reports, both by and through computerized systems.

Maintain the confidentiality of student and school related information.

Understand and carry out oral and written directions.

Type at least 45 words per minute from clear copy and to function effectively and with accuracy on a computer.

REQUIRED EXPERIENCE, AND TRAINING: 

Any combination of training and experience which would provide the necessary knowledge, abilities and skills listed above.  An example would be:  Experience working or assisting in a school office.  

DESIRABLE EXPERIENCE: 

Ability to communicate in Spanish. 

EDUCATION: 

High School Diploma or General Education Development (GED) Diploma.  (California law requires that all instructional assistants (aides) pass proficiency tests in reading English, language usage of English, and math equivalent to a graduating senior of the attendance area high School.) 

WORKING CONDITIONS:

ENVIRONMENT:

Working with students, ages 5-22 years old;

Classroom, playground and office environment.

PHYSICAL ABILITIES:

Seeing, to read a variety of materials;

Hearing and speaking to exchange information;

Speaking so that others may understand at normal levels and on the telephone;

Dexterity of hands and fingers to operate a computer keyboard and other equipment to write reports and observations;

Sitting, standing, walking, running short distances (approximately 50 feet), twisting, stooping, crouching, kneeling, bending over at the waist, grasping, reaching overhead, pushing, pulling, and moving.

Lift and carry twenty-five (25) pounds on a regular basis, lift fifty (50) pounds on an

occasional basis and in excess of fifty (50) pounds with assistance.

HAZARDS:

Subject to blood-borne pathogens and bodily fluids. 

Board Approved:         May 19, 2004 

Salary Range:   15