Full Time Secretary

West Warwick Public Schools•West Warwick, RI

About The Position

Essential Job Functions: Answer phone, direct calls, take messages, schedule appointments, and relay general information as necessary. Analyze and classify material for filing and maintain general office files. Perform typing work of a complex and responsible nature. Create and maintain all necessary forms. Transcribe from dictation as needed. Purchase supplies including ordering information, budgetary information, typing purchase orders and logging information. Sort, distribute and process mail. Receive, stock and distribute office supplies. Perform routine repetitive tasks related to the operation of various office equipment. Assist students, parents, and any visitors that come to the front office and relay general information as necessary. Sign students in late, issue a pass Sign students out to the Nurse, issue a pass Sign visitors into a log, issue a visitors pass Direct students sent out of class for various reasons Enter student attendance on computer, update information (tardiness, suspensions, attendance reports, etc.) throughout the day, print and distribute attendance bulletin. Process applications for home tutoring. Send information to the Special Education office, advertise for tutors within the school and, if necessary, contact outside personnel and provide forms to the teachers who will be providing the service. Keep a log of all tutoring information. Keep accurate and complete records of class coverage for all staff members, e.g.: complete all necessary absentee/leave cards for all staff, keep a logbook and file for all staff and record each staff members’ absence individually, keep a voluntary/involuntary log for any coverage needed on a daily basis. Assign lockers (at high school and middle school only). Keep a diagram of all lockers in the building and have the combinations changed each year. Keep accurate files for lockers/combinations, and compile a list of any broken/damaged lockers and give to the custodian for repair. Type notices daily and keep a file for future reference. Oversee keys to all rooms at school. Perform routine computer tasks such as entering course selection information, grades, etc., for report cards, schedules and other interim reports. Process all transcript requests and keep a log of all information sent out. Maintain a school calendar. Record all events, reserve auditorium/cafeteria room usage and notify custodians of those events so there will be custodial coverage. Work the fire drill switches, type the paperwork and forward to the State, keep a log of all fire drills for school use. Maintain permanent record cards. Process students entering and students leaving. Maintain school checking account for all elementary schools and middle school. Performs other secretarial duties as assigned.

Responsibilities

Answer phone, direct calls, take messages, schedule appointments, and relay general information as necessary.
Analyze and classify material for filing and maintain general office files.
Perform typing work of a complex and responsible nature.
Create and maintain all necessary forms.
Transcribe from dictation as needed.
Purchase supplies including ordering information, budgetary information, typing purchase orders and logging information.
Sort, distribute and process mail.
Receive, stock and distribute office supplies.
Perform routine repetitive tasks related to the operation of various office equipment.
Assist students, parents, and any visitors that come to the front office and relay general information as necessary.
Sign students in late, issue a pass
Sign students out to the Nurse, issue a pass
Sign visitors into a log, issue a visitors pass
Direct students sent out of class for various reasons
Enter student attendance on computer, update information (tardiness, suspensions, attendance reports, etc.) throughout the day, print and distribute attendance bulletin.
Process applications for home tutoring. Send information to the Special Education office, advertise for tutors within the school and, if necessary, contact outside personnel and provide forms to the teachers who will be providing the service. Keep a log of all tutoring information.
Keep accurate and complete records of class coverage for all staff members, e.g.: complete all necessary absentee/leave cards for all staff, keep a logbook and file for all staff and record each staff members’ absence individually, keep a voluntary/involuntary log for any coverage needed on a daily basis.
Assign lockers (at high school and middle school only). Keep a diagram of all lockers in the building and have the combinations changed each year. Keep accurate files for lockers/combinations, and compile a list of any broken/damaged lockers and give to the custodian for repair.
Type notices daily and keep a file for future reference.
Oversee keys to all rooms at school.
Perform routine computer tasks such as entering course selection information, grades, etc., for report cards, schedules and other interim reports.
Process all transcript requests and keep a log of all information sent out.
Maintain a school calendar. Record all events, reserve auditorium/cafeteria room usage and notify custodians of those events so there will be custodial coverage.
Work the fire drill switches, type the paperwork and forward to the State, keep a log of all fire drills for school use.
Maintain permanent record cards.
Process students entering and students leaving.
Maintain school checking account for all elementary schools and middle school.
Performs other secretarial duties as assigned.