School Secretary

Orange County Public Schools•Apopka, FL

1d•Onsite

About The Position

Under direct supervision, the School Secretary performs school-based front office secretarial functions and provides administrative support to the principal. The position operates at an experienced secretarial level and may involve preparing correspondence, answering phones, scheduling appointments and workshops, responding to incidents related to school operations, and backing up other front office clerical positions. Duties may also include processing financial and personnel information, serving as a bilingual contact, and supporting Guidance or Clinic staff. The employee performs related work as directed. The role coordinates clerical work in the school office and provides backup to the bookkeeper and clinic attendant. It handles correspondence, records, communications, scheduling, reception, mail, supplies, online purchasing and inventory records, personnel transactions, student office matters, maintenance work orders, workers’ compensation cases, and payroll processing for instructional personnel. The secretary uses computers and office equipment, keeps job-related technology skills current through training supported by the district, and is responsible for maintaining timely and accurate information. The position is on call after hours to respond to Sonitrol alarms at the school.

Requirements

High school diploma or GED.
At least two years of previous experience and/or training that includes secretarial or clerical work, or an equivalent combination of related education, training, and experience.
Ability to calculate, compute, summarize, and tabulate data and perform related operations.
Ability to provide guidance, assistance, and interpretation on applying procedures and standards to specific situations.
Ability to operate, maneuver, and control equipment, machinery, tools, and materials used in the work.
Ability to use reference and descriptive information and perform basic arithmetic, including decimals and percentages; may need to apply fractions or interpret graphs.
Ability to interpret written, oral, diagrammatic, and schedule-form instructions; apply rational principles; and exercise independent judgment to adapt methods and standards to assigned objectives.
Ability to use judgment, decisiveness, and creativity when evaluating information against measurable or verifiable criteria.
Ability to exert light physical effort in sedentary to light work, including occasional lifting, carrying, pushing, or pulling objects weighing approximately 5–10 pounds, and to spend extended periods at a keyboard or workstation.
Some tasks require visual perception and discrimination and oral communication ability.
Willingness and ability to respond after hours to Sonitrol alarms.

Responsibilities

Respond to internal and external customers promptly, accurately, courteously, and empathetically, representing OCPS positively.
Coordinate the work of other clerical staff in the school office; provide backup to the bookkeeper and clinic attendant when needed.
Perform secretarial duties, including preparing and processing correspondence for principals and maintaining records.
Answer and screen telephone calls, provide information and assistance, take or relay messages, and direct calls to appropriate personnel.
Schedule appointments for the principal, maintain the principal’s calendar, make travel arrangements, and register participants for conferences and workshops.
Maintain communications between the school and district offices.
Establish and maintain filing systems for school operations and the principal.
Perform receptionist duties by greeting and assisting staff, students, and visitors; answer questions and help parents and others with forms and procedures.
Sort and distribute incoming mail and prepare outgoing mail.
Monitor copier use and order supplies as needed.
Input online warehouse purchase orders, perform budget transfers, and maintain and enter school inventory information online.
Process personnel transactions online.
Supervise and process students in the office for discipline, illness, medication, and transportation home.
Remain on call after hours to report to the school in response to Sonitrol alarms.
Process school maintenance work-order requests and workers’ compensation cases, and process payroll for instructional personnel.
Use computers to enter, retrieve, review, or modify data and use word-processing, database, and other software programs.
Operate machinery, equipment, and tools associated with department activities, potentially including a typewriter, adding machine, or fax machine.
Keep current with job-appropriate technology used by OCPS and attend district-supported training to maintain the required skill level.
Maintain timely and accurate information as part of job responsibilities.
Perform related duties as directed.