4 hr. Middle School Secretary/Central Registrar

Fairless Local Schools•Navarre, OH

About The Position

The School Secretary performs secretarial duties that support the effective management of school operations. The role provides office and administrative support to the principal, staff, students, families, and visitors, including maintaining records and databases, managing communications, supporting student enrollment and attendance processes, and helping coordinate school activities. The position also handles confidential information, promotes a professional image of the school district, and follows board policies and administrative procedures. The job description identifies duties and working conditions that may vary with circumstances. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions. Job performance, including duties assigned by the superintendent, is evaluated according to policies and contractual agreements adopted by the Fairless Local School District Board of Education.

Requirements

High school diploma or GED.
An acceptable score on a pre-employment test may be required.
Meet all mandated health requirements, such as a negative tuberculosis test.
Have a record free of criminal violations that would prohibit public school employment.
Comply with drug-free workplace rules and board policies.
Demonstrate multitasking ability, strong diplomacy skills, and congenial telephone etiquette.
Be knowledgeable in office equipment and software applications that support job functions.
Be proficient in office protocol, data entry, spelling, proofreading, and grammar.
Have bookkeeping skills and the ability to compute mathematical data accurately.
Demonstrate careful attention to detail and effective customer service.
Demonstrate professionalism, ethical conduct, accountability, and the ability to contribute to a positive work environment.
Perform prescribed activities efficiently with limited supervision and respond productively to interruptions and changing conditions.
Use effective listening, observation, reading, verbal, nonverbal, and writing skills.
Prepare accurate and timely paperwork and verify and correctly enter data.
Maintain an acceptable attendance record and be punctual.

Nice To Haves

Post-secondary business school training or equivalent secretarial work experience is desirable.
Successful completion of basic first aid and/or CPR training may be required by the assignment.

Responsibilities

Provide secretarial services, organize office activities, and independently handle routine tasks.
Maintain electronic databases, paper filing systems, an orderly work area, office forms, and administrative records.
Greet and assist visitors, answer and direct telephone calls, take messages, schedule appointments, and maintain the office calendar.
Facilitate staff communications and help keep stakeholders informed about program, procedure, schedule, and cancellation changes.
Prepare and process information using a computer, verify database information, and update handbooks, fact sheets, and program forms.
Help coordinate school activities such as open houses, parent-teacher conferences, orientations, recognition programs, and staff training.
Prepare enrollment and withdrawal records, process transcripts, and prepare permanent records, schedules, and student lists.
Process interim reports, report cards, supplemental information, student dismissal requests, late arrivals, and student forms such as work or driving permits.
Collect attendance forms, prepare and verify attendance records, inform the principal and guidance staff about attendance concerns, contact families regarding unreported absences, and notify teachers about homework requests.
Collect and maintain staff and student medical emergency authorization forms; administer medication, provide basic first aid when a school nurse is unavailable, and monitor students sent to the office.
Monitor bus communications and convey information as needed.
Prepare information for the High School Athletic Association.
Compose and process routine correspondence, memos, notes, forms, reports, and special mailings; compile and edit statistical data; and assist with grant proposals, committee assignments, and special projects as directed.
Use photocopying and duplicating equipment, address minor malfunctions, and contact vendors as needed.
Maintain office transaction records, process mail and faxes, and monitor and reorder office supplies.
Dispose of archived records according to the board-adopted retention and disposal schedule.
Protect personal privacy and confidential information, keep current with office technology, update office procedures, and cross-train with other support staff as directed.
Participate in staff meetings and professional growth opportunities as directed; take safety precautions and report suspected child abuse or neglect as required by law.
Maintain a professional appearance, develop rapport, serve as a positive role model, and perform other specific job-related duties as directed.