Regular Secretary Guidance Office: Part-time (5) Hours 7:30am-12:30pm, Starting Salary $18.07 per hour, (202) Day Contract, No Benefits. (Union Position) Test Required

Reports to: Principal, Assistant Principal, superintendent, Assistant Superintendent, Director of Academic Services

JOB GOAL:
To assist the building principal by providing secretarial support, displaying good judgment and maintain a professional demeanor, and present a positive image for the school in all interpersonal relations.

QUALIFICATIONS:

• High School Diploma or equivalency
• Proficient in secretarial skills
• Proficient in the use of computers and word processing software
• Previous secretarial experience preferred

KNOWLEDGE, SKILLS AND ABILITIES:
Ability to know or be able to learn how to use the current version of technology & software that is used in the District. Know how to use the copy machine, fax machine, telephone system and other office equipment. Be able to produce data/files and create databases/spreadsheets as needed in a prompt and efficient manner. Ability to use state software (DASL) to enter data required for each student. Ability to maintain confidences at all times and to know the confidentiality guaranteed by the Family Rights and Privacy Act. Be able to use effective oral/phone communication skills and maintain a helping/cordial personality when interacting with staff, students, and parents.

PERFORMANCE RESPONSIBILITIES:
The individual in this assignment must discharge all delegated responsibilities in a manner, which is consistently in accord with the policies adopted by the Board of Education. Work related to the performance responsibilities listed below may be assigned by the Guidance Counselor, Principal, Assistant Principal, Superintendent, Assistant Superintendent, and Director of Academic Services. Work shall include, but not be limited to those tasks listed below.

Essential Functions: May include, but not be limited to those tasks listed below:

1. Serve as receptionist by:

• Answering calls which may include, but not be limited to:

• taking messages or connecting caller to voice mail
• finding information and making return calls
• forwarding calls to appropriate person

• greeting visitors to the building which may include, but not be limited to:

• having visitor sign the guest register
• issuing passes
• assisting visitor by contacting the person they came to see
• politely receive visitors and present oneself in a professional manner
• monitor students who are sent to the office

• accepting all deliveries which may include, but not be limited to:

• checking the delivery and signing for it
• notifying the person for whom the delivery is intended

• interact with students and adults

2. Serve as office manager by:

• Maintain/Setup parent-teacher conference appointments.
• Coordinate calendars to schedule meetings as requested.
• Maintain an inventory of supplies and requisition additional supplies when needed.
• Work with Pupil Services Specialist to send attendance intervention letters.

3. Prepare, save, and publish memos, letters, reports, and other correspondence as requested.

4. File and retrieve memos, letters, reports, and other correspondence as requested by:

• Produce data/files requested in a prompt and efficient manner.
• Know or be able to learn how to use the current version of DASL, Google Suite, and Analytics Hub.
• Demonstrate an understanding of the confidentiality guaranteed by the Family Rights and Privacy Act.

5. Assist counselors with student scheduling:

• Use state software to quickly and accurately enter data as needed and requested.
• Use state software to make corrections/additions to individual student schedules as needed and requested.
• Print and distribute individual student schedules in a timely manner.
• Use state software to run class lists and distribute to staff members as needed and requested.
• Assist high school counselors in the spring with appointments for high school class scheduling for 8th grade students.

6. Assist building principal in the development of the master schedule

• Use state software to quickly and accurately enter data as needed and requested.
• Use state software to run any reports that are needed to complete the master schedule.

7. Prepare for distribution of report cards

• Use state software to run grade verification sheets, distribute them to staff, collect them, and makeany necessary changes.
• Use state software to print sample copies of individual report cards and submit them to counselors forreview.
• Use state software to run report cards, separate the copies, mail one copy to the parents, and distribute the remaining copies as directed.

8. Maintain, and issue as requested, official transcripts

• Maintain grades throughout the year for each student.
• Copy and mail transcripts, as requested, in a timely manner.

9. Maintain Honor Roll/Merit Roll

• Use state software to run honor/merit roll report.
• Check report to ensure that students listed meet qualifications.
• Publish the honor/merit rolls and save them.

10. Assist counselors with the enrollment/withdrawal of students

• Use state software to enter data required for each student.
• Prepare and send records to the school to which a student is transferring upon receipt of the properpaperwork from that school.

11. Fulfill records requests from schools to which a student is transferring as well as from the court or other agencies
that have a legal right to make such a request.

12. Assists principal with 8th grade awards program.

13. Maintain student records, which may include, but not be limited to:

• cumulative folder (including EMIS)
• health record (including EMIS)
• psychologicals, I.A.T.s, I.E.P.s, etc.

14. Attend meetings and inservice as needed or required.

15. Performs all other duties as assigned by the Guidance Counselor, Pupil Services Specialist, Principal, Assistant Principal,
Superintendent, Assistant Superintendent, Director of Academic Services.

WORKING CONDITIONS:

The Board of Education and administration will provide a safe and healthful work environment pursuant to applicable state and federal regulations. The individual in this assignment is expected to follow all safety rules and is to report any concerns with regard to his/her working conditions to his/her immediate supervisor.

1. Sitting for long periods (approximately 75% of the work day)
2. Viewing a desktop computer and using a keyboard for long periods (approximately 60% of the
Workday)