Substitute Secretaries

Jessamine County School District•Nicholasville, KY

About The Position

STAFF SUPPORT SECRETARY BASIC FUNCTION: Perform a variety of responsible secretarial and clerical duties to assist a designated supervisor, including a Principal, Principal's secretary, Guidance Counselor or program supervisor; relieve supervisor of routine administrative details and general secretarial and clerical tasks. REPRESENTATIVE DUTIES: Perform a variety of secretarial and clerical duties to assist a designated supervisor with routine administrative details and general clerical tasks; type, file and transcribe or compose letters, memoranda, documents, correspondence and bulletins as directed. Assist with office activities and communications related to assigned school or program activities; assure the compliance with District policies and time lines; take and relay messages and information. Type and prepare a variety of reports; maintain a variety of program, District, State records as required; requisition supplies, forms and maintenance work as needed, following established procedures. Prepare and maintain financial records and budgets; process or prepare budgetary documents, requisitions and other financial or purchasing documents. Greet visitors and answer phone calls; answer questions, provide information or direct individual to appropriate department or District employee; open, sort and distribute mail and other written communications. Schedule appointments and meetings with students, parents, teachers, vendors and the general public. Assist students with registration, orientation and student records; request records for new students and distribute records of withdrawn students to appropriate school. Perform research, compute and compile information and prepare statistical reports. Prepare and maintain records, reports, files and lists related to students, personnel, budgets, student records and attendance as required. Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data; proofread and edit materials. Coordinate schedules and meetings; serve as receptionist and a contact and reference source for staff, students, parents and the public. Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary. Operate a variety of office machines, including a microcomputer or computer terminal, typewriter, copiers and calculator. Perform related duties as assigned.

Requirements

KNOWLEDGE OF: Modern office practices, procedures and equipment.
Receptionist and telephone techniques and etiquette.
Research techniques, practices and procedures.
Financial and statistical record-keeping techniques.
Correct English usage, grammar, spelling, punctuation and vocabulary.
Oral and written communication skills.
Applicable sections of Kentucky Administrative Regulations and other applicable laws.
Interpersonal skills using tact, patience and courtesy.
Operation of office machines including computer equipment.
ABILITY TO: Perform a variety of secretarial and clerical duties to assist a Principal's secretary or Guidance Counselors with routine administrative details and general clerical tasks.
Learn, interpret, apply and explain school and District policies, rules and objectives of assigned school or program.
Understand and interpret rules and written directions and apply to specific situations.
Compose correspondence independently.
Perform duties effectively with many demands on time and constant interruptions.
Type at an acceptable rate of speed.
Establish and maintain effective working relationships with others.
Meet schedules and time lines.
Maintain records and prepare reports, including financial records.
Work confidentially with discretion.
Communicate effectively both orally and in writing.
Understand and follow oral and written directions.
Work independently with little direction.
Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and two years of increasingly responsible and varied secretarial and clerical experience.

Responsibilities

Perform a variety of secretarial and clerical duties to assist a designated supervisor with routine administrative details and general clerical tasks
Type, file and transcribe or compose letters, memoranda, documents, correspondence and bulletins as directed.
Assist with office activities and communications related to assigned school or program activities; assure the compliance with District policies and time lines; take and relay messages and information.
Type and prepare a variety of reports; maintain a variety of program, District, State records as required; requisition supplies, forms and maintenance work as needed, following established procedures.
Prepare and maintain financial records and budgets; process or prepare budgetary documents, requisitions and other financial or purchasing documents.
Greet visitors and answer phone calls; answer questions, provide information or direct individual to appropriate department or District employee; open, sort and distribute mail and other written communications.
Schedule appointments and meetings with students, parents, teachers, vendors and the general public.
Assist students with registration, orientation and student records; request records for new students and distribute records of withdrawn students to appropriate school.
Perform research, compute and compile information and prepare statistical reports.
Prepare and maintain records, reports, files and lists related to students, personnel, budgets, student records and attendance as required.
Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data; proofread and edit materials.
Coordinate schedules and meetings; serve as receptionist and a contact and reference source for staff, students, parents and the public.
Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary.
Operate a variety of office machines, including a microcomputer or computer terminal, typewriter, copiers and calculator.
Perform related duties as assigned.