Secretary Fegely Middle School - Portage, United States - Portage Township Schools

Portage Township Schools

Verified Company

Portage, United States

4 weeks ago

Posted by:

Mark Lane

beBee recruiter

Description

Position Description - Middle School Secretary
Hours: 6:15 am - 2:45 pm

FLSA Status:
Non-Exempt (Hourly)

Job Class:
Full Time/School Year

Reports to:
School Principal

***: Assist the Principal and staff by creating a culture of collaboration and acceptance in a safe and secure learning environment; ensure the efficient running of a professional, welcoming office, and provide secretarial support to assigned personnel; communicate information to staff, students, parents, the public, and other districts in a friendly and professional manner; orient personnel and offer administrative support; ensure compliance with financial, legal and administrative requirements; and provide information and/or direction as may be requested.

DUTIES AND RESPONSIBILITIES:
The following responsibilities are essential functions, plus any other duties that may be required by the employer. Specific duties and responsibilities will be assigned by the Principal or supervisor.

Meet and interact with the public and staff with a professional appearance and demeanor, tact, discretion, civility, and courtesy
Provide a variety of clerical duties involving all but the most complex matters
Maintain accurate, neat, and effective electronic and manual filing systems and databases
Sort and classify incoming mail and other information for efficient disbursement to appropriate recipients
Prepare letters, memoranda, reports, bulletins, handbooks, questionnaires, requisitions, and other materials from marginal notes, rough drafts and verbal instructions
Compile information from various sources on a variety of standardized forms
Assist in the orientation and training of employees or volunteers
Assist with substitute teachers
Handle confidential information with complete security
Gather and prepare appropriate accounting information
Maintain office bulletin board
Request monthly budget activity reports for program staff
Assist with and log fire, earthquake, and emergency drills
Enroll and discharge students, including requesting records from prior schools, and distribute school records with appropriate release
Maintain classroom key distribution and recordkeeping
Assist with special programs such as the Backpack program, various fundraisers, convocations, field trip forms, testing, etc.
Keep records as required by law or requested by the Administrators
Handle paperwork for suspensions, expulsions, report cards, attendance, discipline, and enter all requested data into the appropriate databases
Maintains inventories of supplies and materials for the purpose of ensuring items availability
Supports teachers and support personnel with the purpose of furthering the PTS mission statement
Coordinates a variety of programs and activities (e.g. meetings, site inservice day activities, workshops, ceremonies, dances, luncheons, field trips, etc.) for the purpose of delivering services in conformance to established guidelines
Monitors assigned district activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements
Performs record keeping (confidential and nonconfidential student and staff files and other record keeping) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supplying stakeholders with necessary materials
Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information
Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements
Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
Other duties as assigned by the building principal or supervisor

QUALIFICATIONS AND SKILLS:

HS diploma required, college experience/degree preferred
Experience as administrative support in an educational setting preferred
Have strong sense of customer service and business etiquette
Ability to maintain a pleasant, friendly, and helpful attitude in a fastpaced office environment with regular interruptions
Ability to multitask, problem solve, and adapt to challenging situations
Have excellent integrity and demonstrate good moral character and initiative
Ability to relate well with students, staff, administrators, parents, and the community
Ability to communicate effectively, written and verbally
Ability to maintain financial records and balance budgets
Ability to maintain confidentiality of student and staff records

PHYSICAL DEMANDS:

The physical demands described here are representative of those that must be