Middle School Secretary - Kentland, United States - South Newton School Corp

Description

South Newton School Corporation Position Description

Position Title: Secretary Treasurer

Department: Middle School

Reports To: Principal

SUMMARY: Serves as confidential secretary to the principal and as a facilitator for staff, for faculty, and for the school public being served.

ESSENTIAL DUTIES AND RESPONSIBILTIES:

• Serves as confidential secretary to the principal.
• Reviews principal's mail and brings important pieces of mail to his/her attention.
• Schedules appointments for the principal and keeps his/her appointment book up to date and accurate.
• Generates a positive office environment by displaying friendliness and tactfulness to visitors, students, and fellow employees.
• Welcome visitors
• Answer and direct phone calls
• Answer and direct parent/student questions
• Orders, distributes, and maintains an inventory of office supplies.
• Monitors and secures office equipment maintenance and servicing needs.
• Determines daily priorities based upon a variety of administrative and office-related needs.
• Administers authorized medications and first aid and ensures students with special medical needs according to policy and regulations.
• Types, prepares, distributes, files, reports, and corresponds regarding various school functions and the principal's needs.
• Coordinates service calls for copier.
• Fax co-op hour's sheet every Monday from Black Binder.
• Make, print, and mail progress reports, report cards, special letters/information, and student labels.
• Email finished Gazette (mass) to parents every week and distributes hard copies to appropriate students and staff.
• Print, record, and distribute discipline records when needed.
• Print parent packets and/or assignment summaries as needed for Rebel Rescue, student/parent request, or advisory teachers.
• Prepare Rebel Rescue lists in conjunction with principal input, and send out notice letters, updates, and other related information.
• Request and update volunteer background checks.
• Email detention lists to supervisors.
• Email homework requests to teachers and prepare materials to send home.
• Schedules, assists, and orientates substitute teachers.
• Reports attendance and keeps official attendance records.
• Follows up with the principal on possible truancies and frequent absences.
• Makes phone calls to parents who have not called in absent children by 9:00 a.m.
• Cleans up attendance and tardy records daily.
• Generates daily and weekly attendance reports.
• Generates required state attendance reports.
• Prepares, distributes, collects, and files admit slips for student absences.
• Maintains school records and files for the principal, the building, and for related requirements.
• Help school counselor enroll students.
• Withdraws students.
• Upkeeps both digital files and folders with current test scores, etc.
• Updates extra-curricular rosters and sports teams in Google Drive.
• Processes extra-curricular and sports eligibility to coaches and sponsors.
• Documents dates and times of all emergency drills.
• Processes the payroll
• Email notification of timesheet due dates.
• Record payroll data.
• Service payroll records.
• Handout pay stubs/checks when necessary.
• Communicates with bus drivers via radio special arrangements.
• Writes bus passes.
• Distributes bus passes to students.
• Designs and develops school forms as needed.
• Handles collections of money for matters such as book rental, and maintains accurate records regarding such collections.
• Bill textbook rental fees.
• Collect textbook rental fees.
• Record fees on hard copies and computer files.
• Maintain/update fees due to payments, expenditure reports, etc.
• Mail receipts, payment schedules, and reminder to parents as needed.
• Supervises students in the office area.
• Maintains an efficient office atmosphere for all certified staff.
• Organizes supplies, materials and equipment.
• Updates bulletin boards with timely and relevant information.
• Supervises and/or delegates seasonal decoration of office.
• Reports maintenance and/or custodial needs to proper person.
• Performs other duties and responsibilities that are assigned and are necessary for the daily operation of the school programs.

SUPERVISORY RESPONSIBILITIES: Supervises student office assistants.

QUALIFICATIONS 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 equivalent preferred. Previous office experience preferred. Computer experience or knowledge helpful.

LANGUAGE SKILLS:Ability to read and interpret documents such as procedure and administration manuals, operating and maintenance instructions, and safety rules. Ability to write reports and correspondence. Ability to speak effectively before parents, staff and students.

MATHEMATICAL SKILLS:Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, percentages, and to draw and interpret bar graphs.

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.

OTHER SKILS AND ABILITIES: Demonstrate ability to operate a personal computer and related software. Technical skills to program/repair telecommunications and voice mail equipment. Ability to develop effective working relationships with students, staff and the school community. Ability to communicate clearly and concisely, both orally and in writing. Ability to perform duties with awareness of all district requirements and Board of Education policies. Maintaining confidentiality is essential.

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 regularly required to sit and talk or hear. The employee is often required to stand and walk, and reach with hands and arms. The employee is occasionally required to climb or balance, stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 10 pounds such as supplies, equipment, or reports. Specific vision abilities required by this job include close vision and depth perception.

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 frequently will be required to meet multiple demands from several people and meet deadlines with severe time constraints. The employee is continuously responsible for the safety, well-being and work output of student assistants.

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 individual currently holding this position and additional duties may be assigned.