Assistant Secretary

West Ada School District•MERIDIAN, ID

2d•Onsite

About The Position

Performs administrative, clerical and office duties to support the functions of a secondary school; performs related work as required. A secondary school assistant secretary performs a wide variety of administrative support duties, typically in one of three major areas: Counseling, Attendance or Administration. Duties may include public contact, typing and preparing letters or documents using various software applications, entering data into school or department systems and applications, keeping clerical records, logs, ledgers, and related documents and working within District and department specific processes and procedures. The work is performed under the supervision of a designated department supervisor or school principal. Lead work or supervision is often exercised over student assistants and/or volunteers. The primary duties of this class are performed in a general office environment.

Requirements

High school diploma or GED equivalency
Some general office experience
Operation of standard and specialized office equipment including a personal computer and job-related software such as Word, Excel, or others
Operation of multi-line telephone system and voice mail system
English grammar and punctuation
Basic math, accounting and recordkeeping
Current office practices and procedures
Ability to perform a wide variety of clerical and administrative support duties
Ability to follow written and oral instructions
Ability to maintain records efficiently and accurately and to prepare clear and concise reports
Ability to operate a variety of standard and specialized office equipment, including a personal computer
Ability to maintain effective working relationships with other school employees, supervisory personnel, and the public
Ability to communicate effectively both orally and in writing
Ability to respond appropriately to emergency or unusual situations that may involve administering first aid, contacting parents, or dealing with sensitive or confidential issues
Ability to use logical and creative thought processes to develop solutions according to written specifications and/or oral instructions
Ability to perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner
Ability to perform time management and scheduling functions, meet deadlines, and set task priorities
Ability to maintain office, school, and individual confidentiality
Sufficient clarity of speech and hearing or other communication capabilities, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person
Sufficient vision or other powers of observation, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials
Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and other office equipment
Sufficient personal mobility, agility, strength and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period, move up to 20 pounds and work in an office environment

Nice To Haves

Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work

Responsibilities

Performs administrative support functions related to school attendance, counseling and administration
Cross-trains in various areas of administrative support
Records and maintains daily attendance
Checks students in and out; writes admit and tardy slips
Contacts parents regarding student attendance
Prepares and distributes attendance reports
Processes transcript requests
Prepares and maintains confidential information and records
Generates and distributes computer reports for counselors, teachers, and administrators
Coordinates the needs of substitute teachers
Maintains personnel reports with staff absences, etc.
Prepares and mails parent newsletters
Maintains and operates school bell system on numerous schedules
Answers incoming phone calls, providing referrals to other departments or staff as needed
Operates standard and specialized office equipment, including computer hardware/software
Assists students and parents with registration and withdrawal processes
Creates and maintains a supply of necessary forms used in department
Purchases supplies through district accounting system and verifies receipt
Receives and distributes incoming mail and packages
Assists with preparations for Parent Teacher Conferences, Open House and other functions
Types forms, letters or other documents
Assists with standardized testing
Performs scheduling/calendar duties
Performs all work duties and activities in accordance with District policies, procedures and safety practices
Assists with testing duties
Assists other Secretaries as needed
Provide first aid, assistance with medication, treatments and other health services to students as needed within district procedures, policies and as trained by school nurse
Performs other related duties as required