Job Description: Secretary 2

Under the direction of the site or District administrator, the Secretary 2 strives to contribute to the overall mission of the district to create an environment that both promotes academic excellence and provides an emotionally safe environment for our students. The Secretary 2 performs a wide variety of responsible clerical and secretarial work and assists the administrator by relieving them of their administrative detail.

Major duties and responsibilities:

• Performs a variety of responsible secretarial and clerical duties and administrative detail
• Keeps official records of attendance
• Interviews office visitors and telephone callers and where applicable, answers questions concerning school’s courses, procedures and standards, and when necessary, refers persons to other sources of information
• Schedules appointments and meetings for the administrator
• May serve as receptionist
• Composes independently or from oral instruction letters requesting or giving information including material of a confidential nature, progress reports, bulletins, memoranda and other documents
• May prepare requisitions and purchase orders
• May prepare monthly timesheets for payroll and submit to administrator for approval
• Transfers data to appropriate records
• Ensures that reports and other materials are furnished on time
• Compiles, prepares and maintains files of correspondence, records and other documents
• Maintains informational and operational records and files
• Edits and transcribes with accuracy
• Operates office machines including calculator, copier, and computer
• Receives, opens and routes mail
• Works with other offices within the school system
• Maintains budget and related functions, including records of expenditures
• Maintains schedules, forms and keys
• Performs related duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of business English including vocabulary, correct grammatical usage and punctuation
• Knowledge of standard office equipment and operation
• Knowledge of modern office methods and procedures
• Knowledge of rules, regulations, laws and policies governing a school district
• Knowledge of techniques of gathering information and of abstracting reports
• Knowledge of First Aid and CPR procedures
• Proficient with current computer software
• Ability to perform responsible clerical and secretarial work and take care of administrative detail
• Ability to compose correspondence independently
• Ability to transcribe with accuracy
• Ability to type at a speed of 50 wpm from clear, legible copy, ordinary manuscript or printed material
• Ability to compile and maintain accurate and complete records and reports
• Ability to establish timelines for assignments and anticipate needs
• Ability to use appropriate vocabulary and correct grammatical construction, spelling and punctuation
• Ability to make simple arithmetical calculations with speed and accuracy
• Ability to understand and carry out oral and written directions
• Ability to function under pressure with many interruptions
• Ability to meet the public tactfully and courteously
• Ability to establish and maintain cooperative working relationships with children and adults
• Ability to learn technical terminology 
  
  Supervision/Evaluation:
  Under the supervision and direction of the site or District administrator.

 Education and Experience Required:

• Equivalent to graduation from high school
• One year of successful full-time paid experience in clerical work
• Proficient with current computer software
• A valid First Aid/CPR certificate may be required.

 Working Conditions:

• Regular/occasional contact with students, teachers, parents, staff, Board of Education members, community members and outside agency personnel
• Wear District provided identification or clothing as required
• Work environment-indoors and outdoors
• Possible confrontations
• Moderate to high noise levels
• Subject to interruptions.

Physical Abilities:

• Visual capability to read handwritten or typed documents and the display screen of various office equipment and machines
• Able to conduct verbal conversation
• Able to hear normal range verbal conversation (approximately 60 decibels)
• Able to sit, stand, stoop, kneel, bend and walk
• Able to sit for sustained periods of time
• Able to climb slopes, stairs, steps, and ladders
• Able to kneel or squat for extended periods of time
• Able to lift up to 40 pounds
• Able to carry up to 40 pounds
• Able to push and/or pull a variety of tools and equipment
• Able to operate office machines and equipment in a safe and effective manner
• Hearing and speaking to exchange information
• Visual capability to observe
• Able to move around school environment independently
• Able to exhibit full range of motion for shoulder external rotation and internal rotation
• Able to exhibit full range of motion for shoulder abduction and adduction
• Able to exhibit full range of motion for elbow flexion and extension
• Able to exhibit full range of motion for shoulder extension and flexion
• Able to exhibit full range of motion for back flexion
• Able to exhibit full range of motion for hip flexion and extension
• Able to exhibit full range of motion for knee flexion
• Able to exhibit full range of motion for hand activities including fine manipulation, grasping, flexion of wrist, and gross manipulation
• Demonstrate manual dexterity necessary to operate a 10-key calculator, typewriter and/or computer keyboard at the required speed and accuracy.

Job Description: Communications Coordinator

Under the direction of the site or District administrator, the Communications Coordinatorstrives to contribute to the overall mission of the district to create an environment that both promotes academic excellence and provides an emotionally safe environment for our students.  The Communications Coordinator, organizes and performs complex technology related clerical functions for the District, delivers key information to the public, and other related duties as assigned.

Major duties and responsibilities:

• Assists with updating the District website(s) and social media
• Prepares and distributes press releases and communications to staff, parents and community, and media relations
• May prepare and type letters, bulletins, newsletters, memoranda, agendas, lists, logs, and other written communications on a computer as assigned
• Coordinates and schedules meetings and appointments; maintains master calendar
• Prepares presentations using a variety of technologies and tools
• Provides information concerning district policies, procedures, and programs as needed; communicates effectively with parents, the public, District personnel, and members of the community orally and in writing
• Reviews and verifies accuracy and completeness of various documents and forms, both electronically and in hard copy
• Maintains confidentiality of materials and information
• Serves as a resource for the District; assists visitors by providing information and direction as needed, including receptionist and phone duties
• Operates computers, applicable software programs and peripheral equipment to enter, process, revise, and update information; operates a telephone, copier, calculator and other office equipment as assigned
• Maintains relationships with school sites and the community to facilitate dissemination of information
• Prepares, compiles, analyzes and maintains computer based data, reports, files, and records
• Coordinates, organizes and performs complex clerical and database management functions
• Performs related duties as assigned.

Knowledge, Skills, and Abilities:

• Knowledge of Mobile Device Operating Systems, Internet/Intranet technology hardware basics, personal computer functionality, Help Desk support functions and systems, and the latest technology
• Knowledge of modern office practices, procedures and equipment
• Knowledge of operation of a computer and data entry techniques
• Knowledge of collaboration tools such as e-mail, social media, calendar functions, and task management
• Knowledge of Internet navigation and research
• Knowledge of correct spelling, grammar, and punctuation
• Knowledge of common office clerical terminology, skills, and practices
• Knowledge of basic financial and statistical accounting and recordkeeping
• Knowledge of record keeping techniques, filing and information management systems
• Knowledge of District organization, operations, policies and programs
• Knowledge of pertinent computer software programs including but not limited to: Word, Excel, Power Point, and other graphic programs
• Ability to prioritize and analyze large quantities of information, and manage multiple high priorities
• Ability to be very detail oriented
• Ability to provide excellent customer service to all District staff, parents and the community
• Ability to demonstrate success as a team player with a positive attitude and willingness to learn
• Ability to adapt with changing situations
• Ability to interact with staff, parents and the community with caring interpersonal skills using tact, patience and courtesy
• Ability to perform a variety of complex clerical tasks, including manipulation of website data.
• Ability to effectively plan, organize, prioritize and complete multiple tasks within reasonable time limits
• Ability to work independently with minimal direct supervision
• Ability to communicate effectively both orally and in writing
• Ability to perform duties effectively with frequent interruptions
• Ability to maintain accurate records and prepare reports
• Ability to understand and follow accurately oral and written directions
• Ability to operate a variety of current office equipment including, but not limited to, a computer
• Ability to establish and maintain cooperative, effective working relationships with the public and District staff
• Ability to work confidentially and use appropriate discretion in disseminating information
• Ability to demonstrate excellent customer service skills
• Ability to possess a mastery of keyboarding skills and related software knowledge and skills.

 Supervision/Evaluation:

Under the supervision and direction of the site or District administrator.

Education and Experience Required:

Bachelor’s degree or equivalent with coursework in communication preferred; three years increasingly responsible clerical or secretarial experience.

 Working Conditions:

• Regular/occasional contact with students, teachers, parents, staff, Board of Education members, community members and outside agency personnel
• Wear District provided identification or clothing as required
• Work environment-indoors and outdoors
• Possible confrontations
• Moderate to high noise levels
• Subject to interruptions.

Physical Abilities:

• Visual capability to read handwritten or typed documents and the display screen of various office equipment and machines
• Able to conduct verbal conversation
• Able to hear normal range verbal conversation (approximately 60 decibels)
• Able to sit, stand, stoop, kneel, bend and walk
• Able to sit for sustained periods of time
• Able to climb slopes, stairs, steps, and ladders
• Able to kneel or squat for extended periods of time
• Able to lift up to 40 pounds
• Able to carry up to 40 pounds
• Able to push and/or pull a variety of tools and equipment
• Able to operate office machines and equipment in a safe and effective manner
• Hearing and speaking to exchange information
• Visual capability to observe
• Able to move around school environment independently
• Able to exhibit full range of motion for shoulder external rotation and internal rotation
• Able to exhibit full range of motion for shoulder abduction and adduction
• Able to exhibit full range of motion for elbow flexion and extension
• Able to exhibit full range of motion for shoulder extension and flexion
• Able to exhibit full range of motion for back flexion
• Able to exhibit full range of motion for hip flexion and extension
• Able to exhibit full range of motion for knee flexion
• Able to exhibit full range of motion for hand activities including fine manipulation, grasping, flexion of wrist, and gross manipulation
• Demonstrate manual dexterity necessary to operate a 10-key calculator, typewriter and/or computer keyboard at the required speed and accuracy.