School Secretary/Clerical Assistant Substitute Pool

Mountain View Whisman School District•Mountain View, CA

1d•Onsite

About The Position

This position is for a substitute School Secretary/Clerical Assistant within the Mountain View Whisman School District. The role involves providing administrative and clerical support across various school sites. The substitute will handle a wide range of duties, including serving as a receptionist, managing appointments, performing clerical tasks, maintaining student and staff records, coordinating substitute personnel, and assisting with various reports and office operations. The position requires effective communication, organizational skills, and the ability to work with children and staff in a school setting.

Requirements

High school diploma or equivalent combination of education and experience.
Two years of increasingly responsible and varied experience in general office/secretarial positions preferably in a school setting.
Deals effectively with a wide variety of individuals and situations requiring tact, judgement and poise
Works under conditions which include interruptions and specific timelines
Maintains confidentiality of student, staff and family information
Carries out assigned work through completion with minimal supervision; work on several tasks simultaneously
Types at a speed of not less than 50 wpm
Understands and follows verbal and written instructions
Works effectively with children
Demonstrates proficiency using updated software programs and office-related technology
Maintains a standard Red Cross First Aid Certificate
Maintains cooperative working relationships
Complies with the physical/mental demands as described in the ADA profile
Knowledge of correct English usage, vocabulary, spelling, grammar, punctuation and basic mathematics
Knowledge of current office practices, methods and procedures
Knowledge of proper telephone and voice mail procedures and etiquette
Knowledge of word processing/graphics software, database, spreadsheets and school attendance software

Responsibilities

Serves as receptionist, dealing with the public both by personal contact and by telephone
Schedules appointments and meetings for the site administrator
Plans and performs a variety of clerical and secretarial tasks, including receiving and screening telephone calls
Assumes responsibility in the school office for public relations
Composes letters and memoranda with minimal instruction
Maintains records of Independent Home Study contracts
Inputs student data on computer system and maintains database
Maintains enrollment and transfer of student records
Schedules new students
Compiles monthly attendance records of staff
Coordinates substitute personnel
Coordinates distribution of school keys
Compiles, duplicates, assembles, and distributes various monthly and annual reports and documents
Maintains Student Body and petty cash accounts
Keeps accurate records of supply budgets, field trip expenses, conference budgets, and fire drills
Maintains personal information, student files, Special Education files, and cumulative records
Keeps files updated, compiles and forwards supply requisitions, equipment for repair, vandalism reports, work orders and emergency preparation information
Maintains supply room, orders and issues supplies as needed
Completes accident reports and forwards them to the proper offices
Assists injured and ill students and calls nurse and/or parent as needed. Prepares reports/logs as needed in connection with injuries or illnesses
Delegates work to students and volunteers working in the school office
Keeps school calendar of events and makes reservations for various groups using school classrooms
Distributes daily mail
Checks office equipment for proper operation
Assists in production of school newsletter
Performs other related duties as assigned