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Job Title: Secretary, Principal |
FLSA Status: Non-Exempt |
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Job Family: Secretarial/Support Services |
Pay Range: 14 |
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Pay Program: Classified |
Work Year: 205 days (elementary) |
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Prepared/Revised Date: January 2011 |
Work Year: 248 days (secondary) |
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Hours per Day: 8 hours |
SUMMARY: Provide and coordinate administrative assistance to Principal, administrators, office and school staff and students, including phone calls, responding to inquires and requests, coordinating meetings and projects, preparing reports, coordinating personnel data, and maintaining budgets and records. Responsible for the smooth and efficient management of the school administrative offices.
ESSENTIAL DUTIES AND RESPONSIBILITIES: 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. The frequency and percentage of time of duties may vary based on building or department assignment.
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Job Tasks Descriptions |
Frequency |
% of Time |
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1. Provide and coordinate administrative functions for principal, administrators and school staff, including but not limited to: manage phone calls, screen and direct to appropriate person, answer inquiries, follow through on requests, solve non-routine problems; schedule appointments, maintain calendars and filing system; open and distribute mail, send/receive faxes; prepare compose, process and distribute correspondence or other printed information to parents, department, district staff and community; arrange meetings, conferences and workshops, order refreshments; may attend meetings to participate and/or take notes, prepare agendas and announcements. |
D |
35% |
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2. Provide information and services to students, parents, guardians, staff and the community as required or requested. Receive and respond to inquiries and concerns regarding the building, District and state policies and procedures and make information available to others as appropriate and needed such as Board policies, staff development information and medical and safety alerts. |
D |
25% |
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3. Administer bookkeeping, accounting and financial functions utilizing the district financial system; including but not limited to receiving and depositing funds for lunches, school supplies and student activities; disbursing funds; recording financial transactions; monitoring budget and other school fund accounts. |
D |
15% |
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4. Coordinate and/or assist with hiring process, personnel data and files. Organize applications and prepare and submit final hiring information to Human Resources for approval. Maintain and update all personnel changes, including FTE, resignations, terminations, leaves of absence, transfers and retirements. Manage employee time and attendance system. Perform data input and report extraction including extra-duty pay, absences, payroll submissions and other related documents. |
D |
10% |
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5. Compile information into and extract information from district and department information databases, outside website and database sources. Compile and file various student records as assigned. |
W |
5% |
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6. May lead, coordinate, and train other building secretaries or clerks. Duties include assigning tasks, coordinating coverage, overseeing activities and special projects. |
W |
5% |
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7. May provide back-up clerical assistance for department. This may include phone coverage, greeting/reception duties, typing, data entry, preparing correspondence, filing, and health clinic duties. |
M |
3% |
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8. Perform other duties as assigned. |
Ongoing |
2% |
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TOTAL = |
100% |
EDUCATION AND RELATED WORK EXPERIENCE:
· High school diploma, completion of G.E.D., or equivalent vocational school or short term courses.
· More than three years of experience in a general office occupation or school setting.
LICENSES, REGISTRATIONS or CERTIFICATIONS:
· Criminal background check required for hire.
· CPR and First Aid certifications required within one month of hire date.
TECHNICAL SKILLS, KNOWLEDGE & ABILITIES:
· Oral and written communication skills.
· English language skills.
· Bilingual skills preferred.
· Interpersonal relations skills.
· Personal computer and keyboarding skills.
· Customer service and public relations skills.
· Critical thinking and problem solving skills.
· Ability to maintain confidentiality in all aspects of the job.
· Ability to manage multiple tasks with frequent interruptions.
· Ability to manage multiple priorities.
· Ability to diffuse and manage volatile and stressful situations.
· Ability to work with students with diverse backgrounds and abilities.
· Ability to promote and follow Board of Education policies, Superintendent policies and building and department procedures.
· Ability to communicate, interact and work effectively and cooperatively with people from diverse ethnic and
educational backgrounds.
· Ability to recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment and report unsafe conditions to the appropriate administrator.
MATERIALS AND EQUIPMENT OPERATING KNOWLEDGE:
· Moderate knowledge of and experience with personal computers and peripherals.
· Moderate knowledge of and experience with Microsoft Word, Excel, PowerPoint, Access, Publisher, Outlook, FrontPage.
· Operating knowledge of and experience with typical office equipment, such as telephones, copier, fax machine, E-mail, etc.
REPORTING RELATIONSHIPS & DIRECTION/GUIDANCE:
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POSITION TITLE |
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Reports to: |
Principal |
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POSITION TITLE |
# of EMPLOYEES |
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Direct reports: |
This job has no direct supervisory responsibilities. |
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· May lead and/or coordinate the duties of other secretarial and clerical support positions in the building.
PHYSICAL REQUIREMENTS & WORKING CONDITIONS: The physical demands, work environment factors and mental functions described below 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.
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PHYSICAL ACTIVITIES: |
Amount of Time |
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None |
Under 1/3 |
1/3 to 2/3 |
Over 2/3 |
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Stand |
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X |
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Walk |
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X |
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Sit |
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X |
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Use hands to finger, handle or feed |
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X |
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Reach with hands and arms |
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X |
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Climb or balance |
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X |
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Stoop, kneel, crouch, or crawl |
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X |
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Talk |
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X |
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Hear |
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X |
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Taste |
X |
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Smell |
X |
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WEIGHT and FORCE DEMANDS: |
Amount of Time |
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None |
Under 1/3 |
1/3 to 2/3 |
Over 2/3 |
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Up to 10 pounds |
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X |
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Up to 25 pounds |
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X |
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Up to 50 pounds |
X |
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Up to 100 pounds |
X |
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More than 100 pounds |
X |
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MENTAL FUNCTIONS: |
Amount of Time |
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None |
Under 1/3 |
1/3 to 2/3 |
Over 2/3 |
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Compare |
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X |
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Analyze |
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X |
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Communicate |
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X |
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Copy |
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X |
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Coordinate |
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X |
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Instruct |
X |
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Compute |
X |
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Synthesize |
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X |
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Evaluate |
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X |
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Interpersonal Skills |
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X |
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Compile |
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X |
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Negotiate |
X |
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WORK ENVIRONMENT: |
Amount of Time |
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None |
Under 1/3 |
1/3 to 2/3 |
Over 2/3 |
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Wet or humid conditions (non-weather) |
X |
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Work near moving mechanical parts |
X |
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Work in high, precarious places |
X |
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Fumes or airborne particles |
X |
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Toxic or caustic chemicals |
X |
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Outdoor weather conditions |
X |
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Extreme cold (non-weather) |
X |
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Extreme heat (non-weather) |
X |
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Risk of electrical shock |
X |
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Work with explosives |
X |
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Risk of radiation |
X |
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Vibration |
X |
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VISION DEMANDS: |
Required |
No special vision requirements. |
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Close vision (clear vision at 20 inches or less) |
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Distance vision (clear vision at 20 feet or more) |
X |
Color vision (ability to identify and distinguish colors) |
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Peripheral vision |
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Depth perception |
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Ability to adjust focus |
X |
NOISE LEVEL: |
Exposure Level |
Very quiet |
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Quiet |
X |
Moderate |
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Loud |
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Very Loud |
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