BASIC FUNCTION:

Under the direction of an elementary or middle school Principal or other assigned administrator, perform a variety of clerical, secretarial and administrative duties in support of the Principal; coordinate daily school office activities; perform public relations and communication services for the Principal, school, PTSA, teachers and the community; train, supervise and evaluate assigned school office personnel.

REPRESENTATIVE DUTIES:

Coordinate a variety of activities to relieve the Principal of routine administrative detail; prepare and accurately maintain a variety of reports, files and statistical data relating to students, staff and activities. E

Organize and coordinate communications between Principal, staff, students, parents, District personnel and community; interpret and communicate Board policies and administrative procedures as needed; resolve issues or refer to appropriate staff or department according to established guidelines and procedures. E

Perform secretarial duties for the Principal; sort and distribute incoming and outgoing mail; compose correspondence and bulletins independently or as directed; schedule appointments conferences, and meetings; screen telephone calls and visitors; maintain school’s master calendar. E

Collect and record money from various activities such as ticket sales, books, field trips, and instrument rentals; receipt and submit monies collected for special programs and other purposes. E

Train, schedule, assign work, supervise and evaluate the work performance of school office personnel; provide counseling and guidance to employees needing improvement in job performance; participate in interviews; discipline as appropriate according to established policies and guidelines. E

Process certificated, classified and substitute payroll; maintain accurate employee absence records and reports; coordinate substitute teacher placement by monitoring SubFinder absence and job reports, providing keys, materials, timesheets and pertinent information to substitute teachers; distribute substitute evaluation forms to teachers as appropriate. E

Prepare and maintain a variety of school, student and personnel records related to student enrollment and class rosters, cumulative folders and staff evaluations; maintain confidentiality of records and information. E

Release or transfer students according to established guidelines and procedures; assist in the completion of enrollment forms; prepare cumulative files for transmittal to new schools as needed; verify absences; prepare and maintain attendance and absence reports and lists according to established procedures. E

Operate a variety of office equipment including computer and related software,  scanner, fax, calculator, copier, printer, and telephone; train office and administrative personnel in word processing and other software applications as required; perform minor troubleshooting and perform minor repairs on equipment as needed. E

Requisition and receive supplies, office materials and services; maintain materials and equipment inventory. E

Prepare a variety of documents and materials such as suspension letters, instructional or testing materials, teacher evaluations, requisitions, work orders, conference forms, financial and statistical records and reports, and other documents and materials as assigned.  E

Assist in monitoring school budget.  E

Assist in the health office as needed; administer medications, including EpiPens, as needed; perform basic first aid and CPR, as needed. E

Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Organization and coordination of clerical and secretarial functions in an elementary or middle school office or an alternative educational programs office.
• Secretarial and administrative assistance duties required to support the Principal.
• Principles and practices of supervision and training.
• Modern office practices, procedures and equipment.
• Record-keeping techniques.
• Oral and written communication skills.
• Basic first aid techniques, age appropriate CPR and administration of EpiPen
• Telephone techniques and etiquette.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Interpersonal skills using tact, patience and courtesy.
• District organization, operations, policies and objectives.
• Applicable sections of State Education Code and other applicable laws.

ABILITY TO:

• Organize, coordinate and prioritize a wide variety of secretarial and responsible clerical activities and functions of an assigned school office.
• Relieve a Principal of administrative detail and respond to routine inquiries.
• Train, supervise and evaluate personnel.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written directions.
• Communicate effectively with students, parents, staff and administration.
• Read, interpret, apply and explain rules, regulations, policies and procedures.
• Complete work with many interruptions.
• Work confidentially with discretion.
• Maintain records and prepare reports.
• Type at 60 words net per minute from clear copy.
• Establish and maintain cooperative and effective working relationships with others.
• Analyze situations accurately and adopt an effective course of action
• Plan, organize and prioritize work.
• Perform basic first aid, CPR and administer EpiPen

EDUCATION AND EXPERIENCE:

• Graduation from high school including or supplemented by course work in business, office management or related field
• Two years of increasingly responsible clerical and secretarial experience involving public contacts, preferably in an educational setting; one year of  supervisory experience or experience in a leading role

 LICENSES AND OTHER REQUIREMENTS:

 Current first aid and CPR certification will be required upon hire

WORKING CONDITIONS:

ENVIRONMENT:

School office environment; subject to considerable distraction and noise from constant interruptions and office activities.

PHYSICAL ABILITIES:

Dexterity of hands and fingers to operate a computer terminal and standard office machines, hearing and speaking to exchange information on the telephone or in person, and seeing to read, prepare and maintain records and reports.