Secretary High Hills Elementary - Shaw Afb, United States - Sumter School District

Description

Position Type:
Secretarial/Clerical/Secretary

Date Posted:
4/25/2024

Location:
High Hills ElementarySumter School District

Job Description

POSITION: School Secretary, Non-exempt

QUALIFICATIONS: High school diploma.
Two years of post-secondary training and five years job experience as an Administrative Assistant; or graduation from a recognized school of Administrative Assistant skills and two years job experience; or five years successful employment as a school Administrative Assistant within this district or in another district of comparable size.
Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

REPORTS TO: Building Principal

JOB GOAL: Provides routine clerical support to assigned supervisor to ensure smooth and efficient operation of the school. Performs a variety of duties to support area of work including typing letters, memoranda and reports, filing, copying, answering incoming calls, scheduling appointments, processing mail, keying data, etc. Communicates effectively with students, parents and teachers.

JOB DUTIES:

1. Provides secretarial support by performing such duties as answering, screening and directing telephone calls; screening incoming mail; typing; developing and maintaining a central filing system; directing visitors; scheduling meetings; taking minutes, etc. Provides back-up to school clerical staff.
2. Types, completes and/or files various documents, records, and reports such as letters, memoranda, agendas, work orders, invoices, purchase orders, etc.
3. May order, control, and/or monitor departmental supplies and equipment.
4. Handles confidential documents in an appropriate manner; maintains confidential files and records such as employee information; enters employee and/or student information to computer as assigned.
5. Interacts with various persons in the performance of duties including school administrators and staff, students, parents, business persons, government officials and agencies, etc.
6. Accurately maintains a calendar for the Principal and the school.
7. Actively serves as liaison between the Principal, teachers, support staff, PTA and other staff.
8. Is effective in the maintenance of office inventory and school store supplies, orders supplies as necessary and in consultation with faculty and staff.
9. Exhibits the ability to serve as back-up to the school nurse, provides first-aid, and dispenses medication as authorized by School Board Policy.
10. Participates in District-wide meetings, training activities and the distribution of appropriate information.
11. Serves as a liaison between District and school level program administrators to ensure accurate, thorough, and effective use of data.
12. Answers complaints and inquiries, or refers them to appropriate persons and/or departments; interprets school District policies, rules and regulations in response to queries.
13. Provides responsible administrative support in such areas as compiling data, analyzing data, and preparing related statistical reports; compiles and maintains various record keeping systems including maintaining records of a confidential nature.
14. Operates general office equipment such as a computer, printer, copier, calculator, facsimile machine, telephone system, etc.
15. Issue receipts for all money received.
16. Traces errors and make appropriate journal entries.
17. Check in all merchandise on purchase orders and requisitions and forward receiving copy to the Business office.
18. Audits teacher receipt books where applicable.
19. Maintains time sheets and absentee/substitute forms for all janitorial staff, classroom paraprofessional, and secretarial staff, when necessary.
20. Works with others consistently in a cooperative and respectful manner.
21. Performs other duties and responsibilities designated by the Principal.

STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

• Physical Requirements: Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.
• Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
• Interpersonal Communication: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes receiving assignments and/or directions from supervisor.
• Language Ability: Requires the ability to read a variety of policy and procedure manuals, computer manuals, reference materials, etc. Requires the ability to enter data into computer and prepare reports, correspondence, minutes, etc., with proper format, punctuation, spelling and grammar, using all parts of speech. Must be able to speak with poise, voice control and confidence and to articulate information to others.
• Intelligence: Requires the ability to apply logical thinking to define problems, collect data, establish facts and draw valid conclusions; to interpret an extensive variety of instructions in oral, written, schedule, mathematical or diagrammatic form; to deal with several abstract and concrete variables. Requires the ability to make independent judgments in the absence of supervisor; to acquire knowledge of topics related to primary occupation. Must have the ability to comprehend and interpret received information and the ability to comprehend and implement basic office machinery functions.
• Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently with persons of varying educational and cultural backgrounds.
• Numerical Aptitude: Requires the ability to add and subtract totals, to multiply and divide, to determine percentages and decimals, to determine time. Must be able to use practical applications of fractions, percentages, ratio and proportion.
• Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape, and visually read various information.
• Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment and communications machinery.
• Manual Dexterity: Requires the ability to handle a variety of items including computer keyboards, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
• Color Discrimination: Requires the ability to differentiate between colors and shades of color.
• Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency or tight deadline. The worker is subject to tension as a regular, consistent part of the job.
• Physical Communication: Requires the ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear). Must be able to hear and understand communications through a telephone.

TERMS: 233 days. Salary and work year to be recommended by the Superintendent and
approved by the Board.

EVALUATION: Performance of this job will be evaluated annually in accordance with provisions of the Board's policy on evaluation.

02/2021
05/2021 Revised

SUMTER SCHOOL DISTRICT IS AN EQUAL OPPORTUNITY EMPLOYER