School Secretary - 211 days

Hamilton County Schools•Chattanooga, TN

11d•Onsite

About The Position

The School Secretary performs secretarial and clerical work related to processing information and documentation for an assigned school. The role directs work in the school’s main office and provides administrative support to school administrators, staff, students, parents, and other stakeholders. It supports school-year startup and closing, registration, payroll and personnel processing, attendance, bookkeeping, purchasing, communications, scheduling, events, and records management. The secretary is expected to provide welcoming, customer-focused service; maintain confidentiality; follow applicable district, state, and federal requirements and Board policies; and collaborate with school and district personnel. The position is listed as 211 days. Salary is based on relevant education and experience and is assigned to Grade D; a salary scale is referenced but no range is provided. Red Bank Elementary describes itself as an award-winning STEM Designation school with an eLab, Culinary Arts Lab, and Forest Program. Hamilton County Schools is located in Chattanooga, Tennessee, and serves nearly 75 schools.

Requirements

High school diploma or GED required.
Excellent verbal and written communication skills for working with stakeholders.
Ability to prioritize and manage multiple tasks effectively.
Ability to perform arithmetic, calculate decimals and percentages, use fractions, and interpret financial data.
Must attend work and arrive on time, maintain confidentiality, and comply with relevant policies and ethical requirements.
May require a valid Tennessee Appointment of Notary Public certification and its maintenance.
May require a valid Tennessee driver’s license and its maintenance.

Nice To Haves

College-level coursework or vocational training in office administration, basic bookkeeping, and personal computer operations preferred.
Three years of previous experience and/or training involving secretarial work, office administration (preferably in a school), basic bookkeeping, customer service, and personal computer operations preferred.
Equivalent combinations of education, training, and experience may provide the required knowledge, skills, and abilities.

Responsibilities

Acts professionally, respectfully, and welcomingly, and provides customer-focused support to school stakeholders.
Directs work in the school’s main office.
Assists with school-year startup and closing, including new-student registration, student packets, pre-registration, and distribution of books.
Processes departmental documentation within established procedures and timeframes.
Provides secretarial support to administrators and staff, including scheduling, correspondence, form design, editing, proofreading, and supervision of office aides as assigned.
Processes payroll and personnel documentation, reviews timesheets, tracks absences and leave balances, and alerts administrators to discrepancies.
Verifies substitute sign-ins and job numbers, monitors substitute status, and assists with securing substitutes as needed.
Coordinates communications among administrators, school staff, district staff, parents, and outside organizations; assists with questions, complaints, and problem resolution.
Answers telephone calls, greets and directs visitors, and records, relays, retrieves, and returns messages.
Provides information and assistance about school programs, services, activities, procedures, forms, and fees.
Maintains the school calendar and schedules and distributes calendars and activity schedules.
Coordinates staff travel arrangements, accommodations, and conference or seminar registrations.
Contacts police for assistance during disturbances when directed by school administration or the School Resource Officer and maintains communication until the incident is resolved.
Communicates transportation changes and manages student bus passes as appropriate.
Assists with meetings by preparing materials, recording minutes as needed, arranging facilities and logistics, and distributing agendas and packets.
Assists with special projects, activities, fundraisers, field trips, drills, and events, including coordinating volunteers and participants.
Processes purchasing documentation, prepares and distributes purchase orders, and maintains purchase order records.
Assists with graduation activities, including preparing lists and ordering diplomas, caps, gowns, and diploma covers.
Performs bookkeeping tasks, including reconciling collections, receipting funds, preparing deposits, forwarding revenues, and writing checks as needed.
Generates and forwards computerized maintenance and repair work orders.
Copies and distributes calendars, newsletters, and teacher and student handbooks.
Produces reports for distribution or submission to state and federal agencies.
Monitors supplies and equipment inventory, maintains fixed-asset records, and requests replacement or additional supplies.
Processes incoming and outgoing mail, including mass mailings.
Maintains, retrieves, organizes, stores, and disposes of files and records, including confidential or obsolete documents.
Keeps supervisors and appropriate personnel informed about impending problems or unusual events; follows procedures to keep assigned areas safe.
Works collaboratively, attends work on time, maintains confidentiality, and adheres to the Tennessee Teacher Code of Ethics and applicable financial and Board policies.
Performs basic maintenance and provides support for computers and office equipment; coordinates repairs and provides monthly copy-volume counts to the vendor.
Maintains student attendance records, enters attendance data, generates reports, and assists with related activities.
Uses computers and other technology to enter and access information related to job duties.
Coordinates operation of school bookstores as assigned.
May assist with clinic activities, including taking temperatures, completing accident reports, providing minor first aid, contacting parents or guardians, maintaining medication records, and dispensing medication according to policy.
May operate a motor vehicle for work activities.
Performs other duties as assigned.