School Secretary II - Ridgeway Elementary

Anne Arundel County Public Schools•Severn, MD

2d•Onsite

About The Position

Serves as secretary and office assistant to a school principal, performing responsible secretarial, clerical, and public-relations work to support the efficient daily operation of a school office. The role relieves the principal of assigned administrative and procedural details, receives and screens parents and visitors, and handles or coordinates a wide range of office tasks. It requires initiative, judgment, discretion, and tact in handling administrative matters, complaints, and requests for information. The position may assign, coordinate, and supervise other clerical office personnel, as applicable. Bilingual and biliterate skills in a targeted language may be required depending on the assignment. The secretary manages calendars, appointments, conferences, correspondence, records, mail, student registration and files, employee time and payroll forms, bookkeeping and banking tasks, substitute arrangements, building-use requests, field trips, reports, office supplies, and meeting minutes. The position maintains positive relationships with students, families, staff, and the public, and may administer first aid in the absence of the Health Aide. This is a 12-month, 260-workday, non-exempt school office position reporting to the principal. The work is primarily in an office, school, or similar indoor environment.

Requirements

High school diploma or equivalency certificate.
Three years of recent, progressively responsible secretarial work experience, including at least two years connected with school operations; or an equivalent combination of education and experience that provides the required knowledge, skills, and abilities.
Demonstrated typing speed of 40 words per minute.
Proficiency with personal computers, including word processing, spreadsheets, database management, and desktop publishing.
Ability to use school-based financial, student, and human-resources records-management systems.
Thorough knowledge of office practices and procedures, business English, spelling, bookkeeping, and commercial arithmetic.
Ability to train, instruct, assign, coordinate, and supervise other clerical office personnel and student assistants.
Ability to deal courteously, tactfully, and diplomatically with students, parents, administrators, employees, and the public.
Considerable knowledge of Board of Education and school operations, policies, and procedures.
Ability to exercise independent judgment and discretion when applying and interpreting school policies and procedures.
Ability to maintain confidential and important operating records.
Ability to work and communicate effectively with diverse populations.
Employee must retain active licenses, certifications, and enrollment as a condition of employment.
Hold or be eligible for a Notary Public commission issued by the Maryland Secretary of State.
For new permanent secretarial, clerical, or technician hires, achieve the required minimum score on a pre-employment assessment.
If assigned to a bilingual program, native or near-native bilingual and biliterate proficiency in the targeted language is required.

Nice To Haves

Some college-level courses in specialized secretarial or commercial business subjects, including office procedures, bookkeeping, records management, typing, and shorthand.
Proficiency with business technology applications such as video/web conferencing and Microsoft Office Suite applications, including Word, Excel, Outlook, and/or PowerPoint.

Responsibilities

Serve as secretary and office assistant to the principal and handle assigned administrative details.
Receive and screen visitors and telephone calls, handle routine inquiries, and keep the principal informed of developments.
Maintain the principal’s calendar, schedule appointments and parent-teacher conferences, resolve scheduling conflicts, and make necessary arrangements.
Convey messages, instructions, procedures, and practices on the principal’s behalf with tact and discretion.
Maintain subject-matter files, records, lists, and indexes; type referrals and establish confidential files as appropriate.
Receive, screen, and distribute incoming and outgoing mail.
Perform or assign bookkeeping, banking, and related accounting activities.
Register new students; prepare cumulative folders; complete, process, transfer, and withdraw student records and related documents.
Maintain employee time records and payroll forms; complete or verify overtime, leave, and substitute forms; arrange substitutes and maintain a current substitute-teacher list.
Schedule after-school building use, complete request forms, and submit monthly reports.
Administer first aid in the Health Aide’s absence; contact parents about student absences or illness; assist with confidential medical lists.
Schedule and arrange field trips.
Compile, complete, and submit required attendance, financial, vandalism, fire-drill, federally connected survey, insurance, Kindergarten enrollment, projected staff, and other reports as directed.
Type correspondence, requisitions, memoranda, PTA communications, school bulletins, student handbooks, test materials, and other documents.
Assign, coordinate, and supervise clerical office personnel as applicable, and promote teamwork in the office.
Operate standard office machines and equipment; inventory supplies; assemble and type supply orders; receive, check in, and distribute supplies.
Maintain good public relations with parents, students, the public, citizen groups, and professional organizations while representing the principal.
Attend school meetings, take minutes, and type and distribute minutes.
Perform other related duties as assigned within the same or a lower classification.