Position Type: Secretarial/Clerical Date Posted: 2/19/2024 Location: iLearn Schools Date Available: 07/01/2024 Position Title: School SecretarySummary: As a member of the charter school office team, the school secretary will manage and assist with responsibilities needed to efficiently manage the school office. This position requires a high degree of responsibility, discretion, independent judgment and confidentiality. Qualifications:
- High school diploma or its equivalent required. Post-secondary education is preferred.
- Secretarial training preferred.
- Minimum of one year of school office experience preferred.
- Demonstrate proficiency in the use of Microsoft Office and office related mathematic skills.
- Working knowledge of the Google data base preferred.
- Strong analytical, reasoning and human relations skills.
- Demonstrate the ability to effectively communicate orally and in writing, using proper grammar and vocabulary.
- Possessing the skills to read, write and communicate in Spanish is preferred.
- Understand the requirement to maintain confidentiality concerning charter school related matters.
- Prior to employment, the following must be addressed:
Required to complete a criminal history background check to prove that the individual has not been convicted of a crime or a disorderly person's offense in accordance with state. Provide evidence that health is adequate to fulfill the job functions and responsibilities with reasonable accommodation pursuant to 42 U.S.C. 12101 and in accordance with state. Possess a valid driver's license is preferred. Meet such alternatives to the above qualifications as the school director finds appropriate and acceptable. Requirements/ Environmental Conditions: The physical demands and work environment factors described below are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Requires prolonged sitting
- Occasionally requires physical exertion to manually move, lift, carry, pull, or push objects or materials.
- Requires the ability to work in noisy and crowded environments.
- Occasionally requires standing, stooping, bending, or reaching.
Performance Responsibilities:The school secretary shall :
- Pursue the vision and execute the mission of iLearn Schools Inc.
- Serve as a contributing member of the charter school's office team.
- Support and promote board and administrative initiatives and decisions.
- Possess an understanding of the charter school renewal process and assist with the process as needed.
- Display the highest ethical and professional behavior in working with students, parents, school personnel and outside agencies associated with the charter school.
- Maintain professional competence and continuous improvement through professional growth.
- Foster and maintain communication and dialogue with the staff, parents, students and the general public.
- Participate in appropriate in service and workshop programs and attend any required meetings.
- Protect confidentiality of records and information about staff or students and use discretion when sharing such information within legal confines.
- Adhere to federal statutes and regulations, New York school law, New York Department of Education rules and regulations, School policies, procedures and contractual obligations.
- Take immediate action and notify appropriate personnel concerning any evidence of substance abuse, child abuse, child neglect, severe medical or social conditions, potential suicide or individuals appearing to be under the influence of alcohol, controlled substances, or anabolic steroids.
- Follow school affirmative action procedures.
- Organize and maintain an efficient and effective school office which includes performing confidential school related tasks and maintaining a thorough knowledge and understanding of the charter school rules and regulations.
- Communicate the charter school rules and regulations to students, parents and the community.
- Formulate, reproduce and distribute notices and school bulletins to staff, students and parents.
- Professionally greet and communicate with staff, students, parents and school visitors. When interacting with the school community, practice proper phone etiquette and professional discretion.
- Issue electronic/paper communications that are written with appropriate language, phrases and punctuation. Use of slang or text language is not acceptable.
- Work cooperatively with school administration to develop and maintain the school calendar of activities and arrange/confirm school appointments for administration and staff.
- Assist school administration with the organization of the after school club program. In addition, be responsible for the collection of club fees.
- Oversee new student registration while acting as first point of contact for parents. During admission, the secretary oversees the entire process including communication with sending district, accuracy of registration information and keeping track of required information.
- Prepare student attendance records and reports maintaining the accuracy of all required documents. In addition, monitor student attendance and in potential student truancy cases, alert the school director and the required central office personnel.
- Maintain an efficient and well organized electronic and paper data collection and filing system.
- Collect and organize the monies received for school sponsored activities and provide the necessary documentation as required by school auditors.
- Assist school administration and teaching staff members with the accuracy of maintaining book inventories and the ordering of school equipment and supplies.
- Issue announcements and operate the school telephone intercom system.
- Provide ongoing communication with transportation companies concerning early student dismissal, delayed opening or changes in the school calendar.
- Assist the administration and faculty with the preparation of reports and documents. In formulating school reports or documents, create a finished product that is accurate and well designed.
- Assist in the collection of data for local, county, state or federal reports.
- Possess an understanding of the campus safety and security manual.
- Provide clerical and office support to the school administrative team.
- Assist the school safety team with notification to appropriate personnel concerning school evacuation, fire or safety drills.
- Manage various school functions and events as assigned.
- Assist in the collection of student lunch accounts and/or account balances. Within this responsibility is the ongoing communication with parents to keep the student lunch accounts current and accurate.
- Attend school sponsored events as requested.
- Demonstrate a supportive role in the school fundraising projects.
- Perform any other duties within the scope of his/her employment and certification that may be assigned.
Language:Must be fluent in SpanishReports to:School DirectorSupervises:Assist with the supervision of the school receptionistTerms of Employment:Twelve month employee