Secretary - PowerSchool

Spartanburg7•Spartanburg, SC

1d•Onsite

About The Position

The Secretary position is responsible for ensuring the smooth and efficient operation of the school office. This role involves managing daily office routines, maintaining student records, handling communication, and providing administrative support to teachers and the Principal. The position requires strong organizational and computer skills, as well as the ability to interact effectively with students, staff, and the public.

Requirements

High School Diploma
Demonstrated competency with computers and computer programs and general office procedures
Good communication skills
Strong organizational skills
Valid state driver’s license
Ability to pack and unpack shipping boxes or move equipment unassisted.
Ability to compare and/or judge the readily observable functional, structural or compositional characteristics (whether like or divergent from obvious standards) of data, people or things.
Ability of speaking and/or signaling people to convey or exchange information.
Ability to read a variety of financial, legal and professional reports and documentation, policy and procedure manuals, dictionaries, etc.
Ability to prepare general reports, presentation materials, correspondence, news articles, publication copy, etc., with proper format, punctuation, spelling and grammar, using all parts of speech.
Ability to speak with and before others with poise, voice control and confidence.
Ability to apply principles of logical thinking to define problems, collect data, establish facts and draw valid conclusions; to deal with several abstract and concrete variables.
Ability to apply influence systems in managing a support staff and affecting public perception of District programs and issues; to learn and understand relatively complex principles and techniques; to make independent judgments in absence of supervision; to acquire knowledge of topics related to primary occupation.
Ability to comprehend and interpret received information.
Ability to record and deliver information, to explain procedures, to follow and give verbal and written instructions; to use persuasive language in spoken and written form; to counsel and teach employees.
Ability to communicate effectively and efficiently with persons of varying educational/cultural backgrounds and in a variety of technical and/or professional languages including budgeting, public relations, journalism, marketing, publication production, graphics, etc.
Ability to add and subtract totals, to multiply and divide, to determine percentages and decimals and to determine time.
Ability to use practical applications of statistics.
Ability to inspect items for proper length, width and shape; to identify creative mixes and matches as in publication design and visually read various information.
Ability to coordinate hands and eyes using office machinery.
Ability to handle a variety of items, keyboards, office equipment, control knobs, buttons, switches, catches, graphics instruments and equipment, etc.
Minimal levels of eye/hand/foot coordination.
Ability to differentiate colors and shades of color.
Ability to deal with people beyond giving and receiving instructions.
Adaptable to performing under significant stress when confronted with emergency situations or tight deadlines.
Ability to talk and hear: (talking: expressing or exchanging ideas by means of spoken words; hearing: perceiving nature of sounds by ear).
Knowledge of procedures and policies of the school district as they pertain to the performance of duties of the Secretary-PowerSchool.
Thorough knowledge of the organization of the district.
Knowledgeable in the laws, ordinances, standards and regulations pertaining to the specific duties and responsibilities of the position.
Ability to make sound, educated decisions.
Ability to take the initiative to complete the duties of the position without the need of direct supervision.
Ability to plan, organize and prioritize daily assignments and work activities.
Knowledge in the areas of technology support.
Ability to offer training and assistance to co-workers and employees of other departments as required.
Comprehensive knowledge of the terminology and various professional languages used within the department.
Knowledge of proper English usage, grammar, punctuation and spelling; mathematical ability to handle required calculations.
Knowledge of and ability to use modern office practices and equipment, including computers and related software.
Knowledge of how to maintain effective relationships with personnel of other departments, professionals and members of the public through contact and cooperation.
Knowledge of how to react calmly and quickly in emergency situations.
Ability to learn and utilize new skills and information to improve job performance and efficiency.
Maintains high standards of accuracy in exercising duties and responsibilities.
Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility.
Maintains high quality communication and interaction with internal and external entities with whom the position interacts.
Performs described Essential Functions and related assignments efficiently and effectively to produce quantity of work which consistently meets established standards and expectations.
Assumes responsibility for completing assigned work.
Completes assigned work within deadlines in accordance with directives, policy, standards and prescribed procedures.
Maintains accountability for assigned responsibilities in the technical, human and conceptual areas.
Attends and remains at work regularly and adheres to policies and procedures regarding absenteeism and tardiness.
Provides adequate notice to higher management with respect to vacation time and leave requests.
Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities.
Strives to anticipate work to be accomplished and initiates proper and acceptable action for the completion of work with a minimum of supervision and instruction.
Exercises analytical judgment in areas of responsibility.
Identifies issues or situations as they occur and specifies decision objectives.
Identifies or assists in identifying alternative solutions to issues or situations.
Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors.
Seeks expert or experienced advice where appropriate and researches issues, situations and alternatives before exercising judgment.
Accepts supervisory instruction and direction and strives to meet the goals and objectives of same.
Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with established policies or procedures, etc.
Offers suggestions and recommendations to encourage and improve cooperation intra- and interdepartmentally.
Shares knowledge with managers, supervisors and co-workers for mutual benefit.
Contributes to maintaining high morale among all employees.
Develops and maintains cooperative and courteous relationships inter- and intra-departmentally, and with external entities with whom the position interacts.
Tactfully and effectively handles requests, suggestions and complaints to establish and maintain good will.
Emphasizes the importance of maintaining a positive image.
Plans and organizes daily work routine.
Establishes priorities for the completion of work in accordance with sound time-management methodology.
Avoids duplication of effort.
Estimates expected time of completion of work elements and establishes a personal schedule accordingly.
Attends required meetings, planning sessions and discussions on time.
Implements work activity in accordance with priorities and estimated schedules.
Adheres to all established safety and housekeeping standards.
Ensures such standards are not violated.
Plans, coordinates and uses information effectively to enhance activities and production.
Knows and understands expectations regarding such activities and works to ensure such expectations are met.
Develops and formulates ways, means and timing to achieve established goals and objectives.
Effectively and efficiently organizes, arranges and allocates manpower, financial and other designated resources to achieve such goals and objectives.
Efficiently organizes own work and that of subordinate staff.
Ensures that personnel understand what results are expected of them, and that each is regularly and appropriately informed of all matters affecting or of concern to them.
Works with upper management, where appropriate, to select and recommend employment of qualified personnel.
Personally directs the development and training of personnel under charge, ensuring their proper induction, orientation and training.
Provides a work environment which encourages clear and open communications.
Has a clear and comprehensive understanding of the principles of effective leadership and how such principles are to be applied.
Provides adequate feedback to personnel under charge concerning their performance.
Commends and rewards personnel under charge for outstanding performance and takes timely and appropriate disciplinary action as necessary.
Exercises enthusiasm in influencing and guiding others toward achievement of established goals and objectives.
Provides a work environment which is orderly and controlled.
Coordinates, audits, and controls manpower and financial resources efficiently and effectively.
Coordinates, audits, and controls the utilization of materials and equipment efficiently and effectively.
Has a clear and comprehensive understanding of established standards, methods and procedures.
Assigns duties as necessary and/or appropriate to meet goals, enhance abilities of personnel under charge, build their confidence and assist them in personal growth.
Has confidence in personnel under charge to meet new or additional expectations.
Exercises discretion and judgment in developing and implementing courses of action affecting functions under charge.
Recognizes when a particular policy, procedure or strategy does not foster the desired result and moves decisively and explicitly to develop and implement alternatives.
Regularly seeks new and improved methodologies, policies and procedures for enhancing the effectiveness of functions under charge.
Employs imagination and creativity in the application of duties and responsibilities.
Is not averse to change that supports achievement of goals and objectives.
Strives to develop and maintain excellent rapport with personnel under charge.
Listens to and considers their suggestions and complaints and responds appropriately.
Establishes a work environment to promote and maintain mutual respect.
Has a clear and comprehensive understanding of policies regarding functions under charge and the function of the organization.
Adheres to policies in the discharge of duties and responsibilities and ensures the same from personnel under charge.
Maintains awareness of changes in operating philosophies and policies and routinely reviews policies to ensure any changes in philosophy or practice are appropriately incorporated into functions under charge.
Recognizes and understands the relationship between operating policies and practices and morale and performance.
Strives to ensure that established policies enhance same.

Nice To Haves

Such alternatives to the above qualifications as the Board may find appropriate and acceptable.

Responsibilities

Performs the usual office routines and practices associated with a productive and smoothly run office.
Maintains such student records as required.
Registers students for inclusion in the state student information system.
Maintains accurate reporting for student attendance.
Establishes and maintains accurate class and section identification for enrolled students.
Finalizes and submits student grades from teacher grade books for permanent records and report cards.
Provides accurate student and school data for state and federal reports.
Receives and routes all incoming calls.
Maintains a daily teacher attendance log and the records for substitute teachers.
Assists teachers in preparing special instructional materials as requested.
Maintains a log of visitors to the school.
Classifies, sorts, and files correspondence or other data.
Composes and prepares correspondence.
Maintains school system telephone directory.
Maintains all school files.
Maintains logs and registers.
Maintains office mailing lists, as of community resource persons, supplies.
Maintains records required by policy, regulations, law, or good practice.
Responds to requests for information.
Sorts, distributes, or delivers mail and other documents.
Acts as a receptionist to incoming public.
Works with others consistently in a cooperative and respectful manner.
Performs all other duties and responsibilities designated by the Principal.