Sunol Glen Unified School District 

Job Description - School Secretary

DESCRIPTION 

Under general supervision of the Administrative Assistant, serves as secretary by performing a wide variety of clerical and some accounting work, and related work as required.  Serves as receptionist; maintains student attendance records on computer Aeries program; prepares state and county reports; prepares and maintains student’s files and all other related duties as assigned.

Examples of Duties:

• Attendance Clerk Duties:  Daily attendance, monthly and quarterly reports, write tardy slips, keep all attendance records, update student roster, submit P1, P2, and annually using state software, yearly report to state on Class Size Reduction J7 CSR, and other reports as required. 
• Registrar Duties: Send CUM files to other school when students move, send for CUM records of new students.  Check and maintain health records.  Prepare CUM’s for kindergarten, handle interdistrict transfers.
• Answer telephones and take messages and route as appropriate.
• Receive and distribute mail
• Assist students and parents
• Assist teaching staff with copying and supplies
• Deliver messages to students, teachers, and gather homework
• Maintain office machines in working order.  Assist in problem solving, calling for service, and ordering supplies
• Type and prepare memos, letters, and correspondence as needed:  donation letters, holiday performance program, talent show program, and yearly calendar.
• Maintain calendar and update as “school facilities use forms” are received and approved.
• Prepare all graduation materials:  tickets, program, letters to parents, etc.
• Prepare Interdistrict transfer forms for 8^th grade students going to Foothill High School and take CUM folder to Foothill
• Receive School bus fees from parents, tally receipts, and give to Fiscal Services
• Maintain Special education files and keep track of special education students: Perform CASEMIS reporting three times per year
• Schedule IEP, 504, and SST meetings, coordinating with teachers, parents, and superintendent
• Keep cumulative records for awards, attendance, and grades.  Prepare certificates for perfect attendance, honor rolls A, B, and Principal’s list, champ card winners, and positive citation winners
• Compile, type, copy, and distribute weekly newsletter, upload to the internet
• Shop for noontime lunches and order and pickup milk
• Prepare daily lunches
• Maintain Independent Study forms/files
• Arrange all school health testing and volunteers to help vision, scoliosis, hearing, etc
• Distribute medication to students, mend the injured and call parents if required
• Arrange for school photos/portraits
• Arrange for interpreters as needed
• Schedule volunteers to help with yearly Flu and TB shots
• Other duties as assigned

Knowledge of:

• Correct English usage, spelling, grammar, punctuation and composition
• Modern office methods, procedures, and equipment including receptionist and telephone techniques
• Numerical, alphabetical, and subject matter filing systems
• Organization and collection of data
• Microsoft Word & Excel
• FTP Voyager or other FTP client software
• Aeries
• Scanning documents on a scanner
• Basic First Aide

Ability to:

• Perform clerical and secretarial work involving use of independent judgment and requiring accuracy and speed
• Proficiently operate office equipment, make arithmetical calculations,
• Work efficiently under pressure with constant interruptions
• Maintain records and prepare accurate reports. 
• Compose correspondence in response to routine inquiries
• Perform in situations requiring specialized knowledge, using tact and good judgment
• Understand and carry out oral and written communication effectively with students, public and staff
• Maintain cooperative working relationships with students, staff, and public
• Meet with public in situations requiring tact, diplomacy and discretion
• Type 45 words per minute

Education and Training:

• High School Diploma or equivalent
• Two years of responsible office experience; preferably in a school setting
• Any combination of training and/or experience that could likely provide the desired knowledge and abilities

CONDITIONS OF EMPLOYMENT

• Possessions of a valid California State Motor Vehicle Operator’s License
• Department of Justice Fingerprint Clearance
• Certified in First Aid an CPR or willing to be certified
• TB free verification

Reports To:  Administrative Assistant                       

Terms of Employment – 12 month position (261 day), 8 hours per day

Classified Salary Schedule