Lead Secretary PK-8 Building

Warren City Schools•Warren, OH

2d•Onsite

About The Position

Greet school visitors while interacting with the public in the school office or other settings. Ensure that ALL visitors sign in, receive an identification badge and are made aware of the building visitation policies and procedures when working in or covering the school office. Assist students, public and staff as needed. Direct visitors to appropriate destinations. Secretary to Building Principal of Record, Pod Principals, and/or Supervisors. Maintain and Coordinate Electronic calendars for all building administrators. Type and/or assemble reports or information required by the different departments at the Administration Building as requested by the principals. Attend B.L.T. meetings and be responsible for recording and communicating meeting minutes to Building Administration immediately following the meeting. Prepare, duplicate and distribute school newsletters, master schedules, etc. Share responsibility with other clerical team members in the operation of the PK-8 school office and be directly responsible to the principal or designee (s). Assist in areas of public relations and communications with staff, students, and visitors. Assist in admitting visitors to the building, exercising judgment concerning priority. Assist in scheduling, as needed, exercising priority, including: Building assemblies; Parent/Teacher conferences; Building meetings; and any other appointments as required. Keep constantly informed of school policies and regulations. Answer incoming phone lines and assist person on the phone as needed. Help pupils, staff members and parents with routine problems. Receive and deliver messages to staff and students, electronic and/or hard copy. Be directly responsible for Building payroll reporting for certificated and classified staff. Check in and out all substitutes daily and keep record for their attendance. Keep accurate record of staff absenteeism (personal leaves, sick leaves, school business leave, vacations, etc.) Arrange and coordinate substitutes when notified of an employee absence. Maintain and make corrections to staff mailboxes. Maintain office files related to daily operational need of the building and any necessary employee files. Maintain required forms for Building staff including but not limited to sick leave, employee absence, and transportation forms. Responsible for all budget allocations which include: Keep accurate account of expenditures and budget revisions; Prepare all school purchase orders; Order and maintain all office and building supplies, check in invoices upon arrival of supplies, and submitting for remittance in a timely manner; and Prepare and process petty cash receipts. Maintaining records for students' fees and obligations in the student information system. Maintain detailed, accurate records in regard to receiving monies; writing receipts; depositing money; and remittance details. Prepare, receive and distribute inter-office, U.S., and electronic mail as requested. Operate office machines and maintain supplies for copy machines, faxes, etc. Coordinate building permits and keep an updated calendar of events. Keep emergency cards on file for all staff. Make duplicates for pod secretaries. Prepare for opening and closing of school (reports, bulletins, schedules, etc.) Collect list of needed room repairs and requests for repairs to or replacement of equipment and keep custodian informed of any needed repairs. Maintain strict confidentiality. Abide by the rules, regulations, policies and procedures of the Warren City School District Board of Education. Perform other relevant duties as may be assigned by Superintendent, Building Principal, Pod Principals and Supervisors and/or his/her designee.

Requirements

High School Graduate or equivalent.
Knowledge of and ability to demonstrate basic business-related skills.
Computer literate with ability to successfully work with all District operating systems, including but not limited to various Microsoft applications such as Word, Excel, Publisher and Google-related functions.
Ability to organize and prioritize tasks in order to effectively work within timeline.
Clerical experience beyond minimum required.
Ability to perform duties requiring strictest confidentiality.
Excellent communication skills and ability to work cooperatively with other personnel.
Willing to cross-train with other positions.

Nice To Haves

Bachelor Degree, Associate degree or academic hours completed beyond high school
Experience gained in any unit of the school system.

Responsibilities

Greet school visitors while interacting with the public in the school office or other settings.
Ensure that ALL visitors sign in, receive an identification badge and are made aware of the building visitation policies and procedures when working in or covering the school office.
Assist students, public and staff as needed.
Direct visitors to appropriate destinations.
Secretary to Building Principal of Record, Pod Principals, and/or Supervisors.
Maintain and Coordinate Electronic calendars for all building administrators.
Type and/or assemble reports or information required by the different departments at the Administration Building as requested by the principals.
Attend B.L.T. meetings and be responsible for recording and communicating meeting minutes to Building Administration immediately following the meeting.
Prepare, duplicate and distribute school newsletters, master schedules, etc.
Share responsibility with other clerical team members in the operation of the PK-8 school office and be directly responsible to the principal or designee (s).
Assist in areas of public relations and communications with staff, students, and visitors.
Assist in admitting visitors to the building, exercising judgment concerning priority.
Assist in scheduling, as needed, exercising priority, including: Building assemblies; Parent/Teacher conferences; Building meetings; and any other appointments as required.
Keep constantly informed of school policies and regulations.
Answer incoming phone lines and assist person on the phone as needed.
Help pupils, staff members and parents with routine problems.
Receive and deliver messages to staff and students, electronic and/or hard copy.
Be directly responsible for Building payroll reporting for certificated and classified staff.
Check in and out all substitutes daily and keep record for their attendance.
Keep accurate record of staff absenteeism (personal leaves, sick leaves, school business leave, vacations, etc.)
Arrange and coordinate substitutes when notified of an employee absence.
Maintain and make corrections to staff mailboxes.
Maintain office files related to daily operational need of the building and any necessary employee files.
Maintain required forms for Building staff including but not limited to sick leave, employee absence, and transportation forms.
Responsible for all budget allocations which include: Keep accurate account of expenditures and budget revisions; Prepare all school purchase orders; Order and maintain all office and building supplies, check in invoices upon arrival of supplies, and submitting for remittance in a timely manner; and Prepare and process petty cash receipts.
Maintaining records for students' fees and obligations in the student information system.
Maintain detailed, accurate records in regard to receiving monies; writing receipts; depositing money; and remittance details.
Prepare, receive and distribute inter-office, U.S., and electronic mail as requested.
Operate office machines and maintain supplies for copy machines, faxes, etc.
Coordinate building permits and keep an updated calendar of events.
Keep emergency cards on file for all staff. Make duplicates for pod secretaries.
Prepare for opening and closing of school (reports, bulletins, schedules, etc.)
Collect list of needed room repairs and requests for repairs to or replacement of equipment and keep custodian informed of any needed repairs.
Maintain strict confidentiality.
Abide by the rules, regulations, policies and procedures of the Warren City School District Board of Education.
Perform other relevant duties as may be assigned by Superintendent, Building Principal, Pod Principals and Supervisors and/or his/her designee.