School Secretary - Greensburg, United States - St. Helena Parish School District

Description

SUMMARY OF PURPOSE

Performs secretarial work involving the smooth flow of correspondence and attention to administrative action matters in office operations. Work is performed in accordance with accepted standards and techniques for secretarial assignments and with strict confidentiality. Incumbents in this position perform assigned duties with minimal supervision from the administrator. Secretarial routines and practices are associated with an efficient, productive and well managed school.

MINUMUM QUALIFICATIONS

• S. Citizen or authorized alien.
• High school diploma.
• Ability to type at least 40 words per minute and take dictation.
• General Bookkeeping knowledge
• Three (3) years experience in which clerical work was the major duty for at least two (2) years.
• Ability to maintain cooperative working relationships with those contacted in the performance of duties, to include all other employees.

DUTIES AND RESPONSIBLITIES

• Provides courteous, professional, and prompt services to all internal and external customers including learners, parents, co-workers, etc.
• Secretary to the Principal.
• Receives, records and accounts for all school monies.
• Remits payment for school invoices.
• Reconciles bank statements with journal entries.
• Maintains accurate records of budget and inventories for supplies and equipment.
• Prepares financial statements, schedules, and ledgers for school.
• Assists school clerical staff as required.
• Receives and verifies incoming shipments of merchandise (other than cafeteria).
• Makes bank deposits.
• Drafts letters for the Principal.
• Distributes mail to the proper sources.
• Takes dictation and transcribes office correspondence and memoranda.
• Maintains a regular filing system, as well as confidential administrative files.
• Operates office machines.
• Schedules meetings and conferences with Principal when necessary.
• Assists with obtaining transportation for field trips as applicable.
• Enters or deletes information applicable for computer use.
• Gives information and answers complaints relating to the school; refers caller to the proper source,

or if necessary, arranges an appointment with the Principal.

• Coordinates obtaining of substitutes when necessary.
• Organizes office, schedules work and supervises other clerical employees for optimum efficiency.
• Collects monies for lost or damaged books.
• Distributes textbooks as applicable.
• Maintains, prepares and sends transcripts of learners' cumulative records.
• Registers new learners.
• Prepares required forms for learners' withdrawal.
• Prepare required information and reports concerning learners who have been suspended.
• Prepares and types monthly purchase orders as required.
• Verifies invoices and presents them to the Principal for approval for payment.
• Makes personnel folders on new employees.
• Keeps attendance records on each learner.
• Keeps daily record of teacher absentee and substitutes filling position for monthly absentee report.
• Maintains free and reduced lunch list, drops or changes as applicable.
• Prepares learner handbook for distribution (types, prints, collates, folds, etc.)
• Handles all learner insurance claims, etc.
• Prepares teacher information bulletins as necessary.
• Prepares parent information bulletins as applicable (PTA, etc.)
• Prepares honor roll lists for publication each nine weeks.
• Prepares cumulative card and census card on each new learner.
• Maintains birth certificate and health records on each learner and excludes them from school when necessary.
• Supervision may be exercised over a few employees assisting with routine details.
• Performs other duties assigned by principal.
• Possess physical skills and stamina to perform job responsibilities.
• Work requires occasional standing.
• Must tolerate constant periods of sitting throughout the shift.
• Must tolerate frequent periods of walking throughout the shift.
• Must on occasion lift and carry file boxes, books, manuals, catalogues, files, records, etc.
• Must be able to bend and stoop in performing job duties.
• Must tolerate horizontal, overhead, and low level reaching in performing work such as retrieving manuals, picking up objects, filing, typing, shredding, and computer runs.
• Must be able to handle numerous duties: fine motors, typing, copying, adding machine, computer, filing, binding, writing out forms, grasping manuals, boxes, journals
• Any other duties as deemed necessary.