Early College High School Building Secretary - Sanford, United States - Meridian Public Schools

Description

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
5/8/2024

Location:
Meridian Early College High School

Date Available:
As soon as possible

Closing Date:
6/17/2024 or UNTIL FILLEDJOB POSTING
Meridian Early College High School
FULL-TIME HIGH SCHOOL BUILDING SECRETARY

POSITION: High School Building Secretary

LOCATION: Meridian Early College High School

REPORTS TO: Early College High School Principal

HOURS/CALENDAR: Starting as soon as possible, Full-Time, Year-Round, 260 Day Contract, 7:00 AM - 3:30 PM daily.

QUALIFICATIONS: High School Diploma, or equivalent with a minimum of two years previous school office experience preferred.

RATE OF PAY: To Be Determined Based on Experience.

DEADLINE TO APPLY: May 20, 2024 or UNTIL POSITION FILLED.

SUMMARY: Serves as confidential administrative assistant to the principal and as a facilitator for the school public being served. Assists Building Administration by performing office support duties.

ESSENTIAL JOB DUTIES AND RESPONSIBILITIES. Other duties may be assigned.

• Maintain discretion and loyalty with confidential information.
• Serves as confidential administrative assistant to the Principal/Assistant Principal and Dean of Students.
• Ability to work with a large, diversified population of students and staff.
• Demonstrates the ability to work without direct supervision.
• Assist the Principal, as requested, with professional and community organization involvement.
• Have a thorough knowledge of Local, State, Federal, and other rules, regulations, guidelines, and legislation applicable to the position.
• Provide well-organized and accurate work.
• Act as a primary liaison between MECHS administration, faculty, and school community.
• Perform other duties as assigned by the building Principal/Assistant Principal.

Office Organization:

• Greets visitors who enter the building.
• Manages multiple projects with ease and accuracy, meeting short and long-term deadlines.
• Takes initiative in locating useful information relevant to on-going projects or program needs.
• Schedules appointments for the Principal. Take initiative and provide reminders to help manage the principal's schedule with regard to meetings, phone calls, appointments, etc.
• Types, prepares, distributes, files records/reports (such as School Improvement, Annual Report, etc.) correspondence etc. related to building functions and Principal needs.
• Assists with planning, facilitation, and organization of High School activities/gatherings.
• Distributes mail for principal and dean as needed.
• Reviews Principal's mail; brings attention to important pieces of mail.
• Responsible for the building's petty cash funds.
• Oversees student accounts and makes timely deposits.
• Assists the Principal in the coordination of office support work within the building.
• Office and classroom supply purchasing.
• Budget duties for the building and individual departments (requisitions, monitoring, mileage and travel forms, etc.)
• Coordinates building usage forms/FMX platform for the high school.
• Processes attendance forms/timesheets for the building staff.
• Maintains school records and files for building, principal and related requirements.
• Takes initiative in proofreading all copies before it leaves the office.

Guest Teacher Coordinator:

• Assists/orientates guest teachers and paraprofessionals.
• Assists in procuring substitutes for paraprofessional and uncovered teacher substitutes.
• Utilizes substitute technology systems as needed to facilitate building needs.
• Reconciles teacher absences.
• Print class rosters and related lesson plans as needed.

Communication:

• Good listener using a calming mannerism when individuals are angry or a stressful situation is present.
• Works in a collaborative fashion with building principals, staff, other district departments, parents, community members, and local businesses and foundations.
• Makes and receives telephone calls, takes messages, routes calls (including principal's forwarded calls)
• Use language correctly, effectively, and respectfully.
• Set the invitational tone of the school through presence and tone.
• Demonstrate an openness to discuss suggestions.

Student Data - Information in Skyward and other platforms:

• Create class sections and meet times in the Master Schedule.
• Change student schedules as and/or directed.
• Run reports and tag students for Skyward processing lists for various needs throughout the school year.
• Assist in making changes to the Course Master Schedule for new semesters.
• Enter student schedule choices in Skyward.
• Identify special circumstances in Skyward (IEP, 504 Plan, Homeless).
• Print class rosters for sub teachers when there are not in teacher sub folder
• Responsible for accurate student information in Skyward and the timely reporting of student count information, including overseeing and understanding all parts of the Pupil Accounting process of gathering and verifying the accuracy of all forms that are submitted to the District Secretary.
• Responsible for accurate and timely reporting of CTE student reporting.
• Other support as needed.

Student Enrollment /Withdrawal and Records:

• Assists with Student registration and facilitation of events (Open House, Freshman Orientation, etc)
• Update and create new Enrollment Folders with current forms/documents, as well as overseeing and tracking of the Skyward Online Enrollment platform.
• Assist new parents/students with the enrollment process during the school year.
• Schedule new student/parent meeting with Dean of Students
• Collect forms and documents from parents.
• Assist dean/counselor with input of transcripts in Skyward from transfer students, as directed.
• Assist parents and students with the withdrawal process during the school year.
• Assign student mentors to assist new students on their first day in locating classes and explaining lunch and school procedures, finding their lockers and obtaining their books and student ID.
• Manage accurate student records.
• Dispatch all transcripts of past graduates as requested.
• Confirm graduation verification of past students from employment search organizations.

Student Support:

• Will provide direct assistance as needed to the medical needs of diabetic students: may include but not limited to; insulin injections, monitoring glucose levels, managing insulin pumps, etc. as legally allowable.
• Tends to minor first aid needs of students.

Technology:

• Oversee the MECHS office fax machine, copy machines and printers.
• Operate the Skyward Student Information System, ECHO, and Parchment.
• Uses computer programs in the District to effectively and efficiently perform tasks.
• Maintains school building website information and Google calendar.

QUALIFICATION REQUIREMENTS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:
High school diploma or general education degree (GED) required; and minimum of two years previous school office experience preferred.

LANGUAGE SKILLS:
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before parents, staff, students and the community. Demonstrated ability to use both oral and written English appropriately and effectively. Demonstrated effective phone etiquette.

MATHEMATICAL SKILLS:
Ability to perform basic math computations including rates, ratio, and percent's using whole numbers, common fractions, and decimals. Accounting skills required for budget purposes.

REASONING ABILITY:
Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. Demonstrated ability to use good judgment in decision-making.

OTHER SKILLS AND ABILITIES:
Ability to successfully pass basic competency, computer skills testing assessments and ability to successfully pass a typing test with a high degree of accuracy. Demonstrated ability to proficiently operate a computer and related software (Microsoft Word, Excel, PowerPoint, Skyward, SDS, Internet, etc.) Ability to develop effective working relationships with students, staff, and the school community. Ability to maintain a calm demeanor and remain professional in stressful situations. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties through knowledge of all district requirements and Board of Education policies. Ability to prioritize work and organize work; with delegating as appropriate. Ability to multi-task. Demonstrated ability to deal with confidential information with a high degree of discretion and loyalty.

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 this job, the employee is almost continuously required to sit and talk or hear. The employee is occasionally required to walk and stand. The employee is occasionally required to reach with hands and occasionally will repeat the same hand, arm or finger motion many times as in typing. The employee occasionally will lift and carry up to ten pounds and push/pull up to 40 pounds. Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus. Attendance and punctuality are expectations of the position.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is acceptable to this particular environment. However, the noise level can vary depending upon daily activity but will still remain within the acceptable noise level range. The employee continuously is interacting with the public, staff and students. The employee frequently will be required to meet multiple demands from several people with short notices, deadlines, and shifting priorities. The employee will be distracted and interrupted by such influences as people, phone calls, noise, etc.

The information contained in this job description is for compliance with the American with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned. Job descriptions are not intended as and do not create employment contracts. Meridian Public Schools is an Equal Opportunity Employer.