10 Month Secretary - Swanson Road Intermediate School

Auburn Public Schools•Auburn, MA

1d•Onsite

About The Position

Secretary Reports to:Principal and Assistant Principal or Direct Administrative Supervisor Responsibilities: To provide general administrative assistance, assist and maintain student records, and provide bookkeeping support. Duties performed are designated to relieve administrators of office and routine responsibilities by organizing and participating in the school and/or office administrative operation. Essential Functions: performs a wide variety of clerical and secretarial work, including typing, computer entry, proofreading, filing, checking and recording information establishes, maintains and insures proper use of confidential files, which may include student, personnel and payroll records composes independently or in accordance with general instruction, correspondence on a wide range of subjects requiring a knowledge of procedures and policies of the school, district and assigned area exercises diplomacy in answering questions and resolves situations involving students, parents, public, district personnel through knowledge of school policies and general district rules and regulations coordinates and prepares mailings for distribution prepares purchase orders processes attendance/payroll for the building staff distributes mail maintains school calendar assists with the upkeep of the school or appropriate portions of the website, as assigned answers calls and responds appropriately to inquiries and requests handles emergencies concerning employees and/or students in a calm and professional manner assists in various aspects of school attendance and school disciplinary record keeping dispenses pertinent information and direction to students, parents, staff and visitors maintains and retrieves financial records, such as school budget, student activity accounts or other school accounts, if requested prepares/manages facilities usage forms performs other duties, as assigned Ability to: perform a variety of secretarial work involving use of accuracy, speed and confidentiality maintain a professional demeanor at all times communicate professionally via, telephone, email and onsite visits prepare and maintain various reports and correspondence using Microsoft Suite, Word, Excel, Publisher, Google e-mail and calendar, Google Docs/Forms/Sheets complete any general administrative support duty as required by administrators understand and carry out oral and written instruction, set up and maintain filing systems record detail of school financial transactions in appropriate journals and subsidiary ledgers from such sources as requisitions, payroll records, accounts payable, etc. trace errors and record adjustments to correct charges or credits Knowledge of: correct English usage, spelling, grammar and punctuation strong written and verbal communication skills office methods, procedures and equipment, including receptionist and telephone techniques numerical, alphabetical and subject filing systems Microsoft Office programs, MUNIS for purchase orders and other programs as required by building administrator Qualifications: evidence of ability to perform each essential function satisfactorily. The requirements listed above are representative of the knowledge, skill and/or ability required. Education: Minimum of high school diploma, or equivalent

Requirements

evidence of ability to perform each essential function satisfactorily
correct English usage, spelling, grammar and punctuation
strong written and verbal communication skills
office methods, procedures and equipment, including receptionist and telephone techniques
numerical, alphabetical and subject filing systems
Microsoft Office programs, MUNIS for purchase orders and other programs as required by building administrator
Minimum of high school diploma, or equivalent

Responsibilities

performs a wide variety of clerical and secretarial work, including typing, computer entry, proofreading, filing, checking and recording information
establishes, maintains and insures proper use of confidential files, which may include student, personnel and payroll records
composes independently or in accordance with general instruction, correspondence on a wide range of subjects requiring a knowledge of procedures and policies of the school, district and assigned area
exercises diplomacy in answering questions and resolves situations involving students, parents, public, district personnel through knowledge of school policies and general district rules and regulations
coordinates and prepares mailings for distribution
prepares purchase orders
processes attendance/payroll for the building staff
distributes mail
maintains school calendar
assists with the upkeep of the school or appropriate portions of the website, as assigned
answers calls and responds appropriately to inquiries and requests
handles emergencies concerning employees and/or students in a calm and professional manner
assists in various aspects of school attendance and school disciplinary record keeping
dispenses pertinent information and direction to students, parents, staff and visitors
maintains and retrieves financial records, such as school budget, student activity accounts or other school accounts, if requested
prepares/manages facilities usage forms
performs other duties, as assigned
perform a variety of secretarial work involving use of accuracy, speed and confidentiality
maintain a professional demeanor at all times
communicate professionally via, telephone, email and onsite visits
prepare and maintain various reports and correspondence using Microsoft Suite, Word, Excel, Publisher, Google e-mail and calendar, Google Docs/Forms/Sheets
complete any general administrative support duty as required by administrators
understand and carry out oral and written instruction, set up and maintain filing systems
record detail of school financial transactions in appropriate journals and subsidiary ledgers from such sources as requisitions, payroll records, accounts payable, etc.
trace errors and record adjustments to correct charges or credits