DEFINITION Under the supervision of the Site Principal, the School Secretary is responsible for major secretarial/clerical functions in the school and general office management. The School Secretary acts as receptionist, makes appointments, assists sick or injured students, maintains school records and accounts, prepares reports, and communicates with other district staff, students, parents and the public. SUPERVISOR The School Secretary works under the supervision of the Site Principal. QUALIFICATION REQUIREMENTS To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed in the job description are representative of the knowledge, skills and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. EXAMPLE OF DUTIES AND RESPONSIBILITIES Essential Duties: • Performs a variety of secretarial and clerical tasks, including typing, word processing, proofreading, filing, checking and recording information • Serves as receptionist and office assistant, answering phones and directing students, staff and the public as necessary • Prepares letters, memos, bulletins and other correspondence • Reviews documents and prepares reports • Communicates with parents and the public • Interprets routine policies and procedures to students, staff and the public • Receives, sorts and distributes mail and other correspondence • Schedules appointments, meetings, and events • Enrolls and transfers students • Verifies student absences, documents student attendance records • Maintains student database • Processes grade reports and transcripts • Processes school funds and assists in managing school budgets • Maintains inventory of student textbooks • Processes purchase orders • Prepares reports relating to such matters as personnel and budgets • Assists in coordinating bus schedules • Assists in coordinating custodial, maintenance and groundskeeping work • Assists sick or injured students and administers first aid as necessary • Participates in emergency response procedures • Assists in scheduling students and classes Other Duties: • Performs other duties as assigned by the supervisor PHYSICAL AND MENTAL CHARACTERISTICS REQUIRED This is a moderate to high stress level position in a school environment. It requires physical, mental and emotional stamina to perform the duties and responsibilities of the position; manual dexterity sufficient to write, use telephone and business machines (including computer and calculator); vision sufficient to read printed materials; hearing sufficient to conduct in-person and telephone conversations; speaking ability in an understandable voice with sufficient volume to be heard at normal conversational distance; physical agility to push, pull, squat, twist, turn, bend, stoop, and reach overhead; physical mobility sufficient to move about the work environment (classroom, office, school site to school site), perform routine custodial/maintenance tasks, operate equipment, drive an automobile or bus, and respond to emergency situations; physical strength to lift 25 pounds; physical stamina sufficient to sit for prolonged periods of time; mental acuity to collect and interpret data, evaluate, reason, define problems, establish facts, draw valid conclusions, and make valid judgments and decisions. KNOWLEDGE, SKILLS AND ABILITIES REQUIRED Knowledge of: • Numerical, alphabetical and subject matter filing systems • District rules, regulations and procedures; familiarity with appropriate sections of State Education Code • General accounting procedures • Proficiency in English and Spanish, both oral and written • General concepts of child growth, development and behavior Ability to: • Perform a variety of complex secretarial and clerical work; prioritize tasks; work independently • Prepare and maintain accurate and timely records and reports • Follow written and oral directions • Meet schedules and timelines as assigned • Use discretion and judgment in confidential matters • Use flexibility in applying existing methods and procedures • Interpret District rules, regulations and procedures • Maintain appropriate health and safety requirements • Maintain an understanding, patient, warm and receptive attitude toward children • Establish and maintain cooperative working relationships with those contacted in the course of work • Maintain a neat and orderly learning environment • Use technology appropriate to the work environment, including typewriter, copier, calculator, word processor and printer; use office computer software applications, including word processing and spreadsheet • Type accurately at the rate of 60 words per minute Education and Experience • High school diploma or equivalent • Two years experience in secretarial or clerical work • Valid California driver’s licenses • First aid and CPR training Desirable Qualifications • Experience in working with diverse groups