The Secretary to the High School Principal position is unique, primarily because of the range of activities handled in an atmosphere of continual interruptions and pressure. Under general supervision of the High School Principal, serves as office manager, performs a variety of managerial and secretarial duties including those responsibilities of a confidential nature dealing with employee/employer relations and related personnel matters. Duties performed are designed to relieve the administrator of routine office responsibilities by planning, organizing, supervising, and participating in the school office administrative operation. ESSENTIAL DUTIES: • Plans, organizes and coordinates a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a high school; prioritizes and schedules duties and assignments to assure efficiency and effectiveness and meets established time lines. • Oversees the activities and operations of the school office; coordinates communication between the school office and staff, students, parents and outside organizations; and greets visitors and provides information concerning school policies, procedures, actions, activities, programs and schedules. • Monitors and assures classroom coverage; contacts the automated substitute system to obtain information regarding employee absences; provides directions, instructions, lesson plans, keys and schedules for substitute teachers; and prepares attendance reports related to teachers and substitutes. • Provides administrative assistance to the Principal; and makes, schedules and arranges appointments, meetings and conferences. • Prepares and monitors accurate records related to assigned activities according to established procedures and time lines; and prepares monthly attendance reports, staff leave cards, and staff time cards. • Distributes certificated and classified paychecks; and keeps all supplemental assignment records and prepares reports. • Provides orientation for new employees, including assigning and updating mailboxes, and preparing notebooks containing vital information. • Provides orientation and training for all clerical personnel and clerical substitutes. • Monitors yearly work and vacation schedule for clerical staff. • Assigns tasks, trains, supervises, evaluates, and recommends grades for student aides. • Compiles, develops and designs reports, handbooks, newsletters and special projects from a variety of sources. • Receives and transmits messages; often of an important and urgent nature; assesses potential problem situations; and reports to administrator or takes other appropriate action. • Maintains a variety of complex personnel records, time cards, lists, files and records, including confidential materials. • Receives, sorts, and routes mail. • Prepares materials for opening and closing of school year. • Performs related duties as required. QUALIFICATIONS: Knowledge of: • Correct English usage, spelling, grammar and punctuation. • Current computer applications in word processing, presentation preparation, spreadsheet/database, and Internet access. • Modern office organization, procedures, and practices. • Business letter writing and basic report preparation. • Standard and technical office equipment. • Principles and procedures of record keeping. • Telephone etiquette. • Health regulations and safe working methods and procedures. • Proper lifting techniques. • District policies, rules and regulations. Ability to: • Work under conditions of frequent interruptions and deadlines. • Maintain cooperative and effective working relationships with students, parents and staff. • Supervise a school office. • Handle situations with proficiency, tact, courtesy, poise, and discretion. • Prepare correspondence independently from rough notes or oral instructions. • Comprehend District rules, regulations, and policies and be able to apply them. • Operate and care for standard office machines. • Type at a net corrected speed of 65 words per minute. • Perform a variety of complex clerical and secretarial work involving use of independent judgment and requiring accuracy and speed. • Analyze situations accurately and make decisions in procedural matters without immediate supervision. • Devise or adapt office procedures in response to changing organizational needs. • Make clear and comprehensive reports and keep complex records. • Operate standard office equipment. • Read, understand, and explain technical policies and materials. • Transcribe from dictation equipment with proficiency. • Communicate effectively both orally and in writing. • Observe health and safety regulations. • Work cooperatively with others. • Understand and follow oral and written instructions. Education/Training/Required Certification: • High school graduate or equivalent. • Courses in recognized college or business school in secretarial or related subjects. • At least three years experience in increasingly responsible secretarial positions, preferably in a public school setting or school district office. • Valid First Aid and CPR certification. • Shorthand and transcription skills desirable. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of the job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls and talk and/or hear. The employee frequently is required to walk of sit. The employee is occasionally required to stand; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl. The employee may occasionally lift and/or move up to 50 pounds. Work conditions may include exposure to fumes, dust, odors, cleaning agents and chemicals. Specific vision abilities required by this job include close vision, distance vision, color vision, depth perception, and the ability to adjust focus.