Position Description - Middle School SecretaryHours: 7:00 am - 3:30 pmFLSA Status: Non-Exempt (Hourly)Job Class: Full Time/School YearReports to: School PrincipalPOSITION SUMMARY:Assist the Principal and staff by creating a culture of collaboration and acceptance in a safe and secure learning environment; ensure the efficient running of a professional, welcoming office, and provide secretarial support to assigned personnel; communicate information to staff, students, parents, the public, and other districts in a friendly and professional manner; orient personnel and offer administrative support; ensure compliance with financial, legal and administrative requirements; and provide information and/or direction as may be requested.DUTIES AND RESPONSIBILITIES: The following responsibilities are essential functions, plus any other duties that may be required by the employer. Specific duties and responsibilities will be assigned by the Principal or supervisor.
- Meet and interact with the public and staff with a professional appearance and demeanor, tact, discretion, civility, and courtesy
- Provide a variety of clerical duties involving all but the most complex matters
- Apply and explain policies or procedures related to departmental or school activities
- Maintain accurate, neat, and effective electronic and manual filing systems and databases
- Sort and classify incoming mail and other information for efficient disbursement to appropriate recipients
- Prepare letters, memoranda, reports, bulletins, handbooks, questionnaires, requisitions, and other materials from marginal notes, rough drafts and verbal instructions
- Compile information from various sources on a variety of standardized forms
- Assist in the orientation and training of employees or volunteers
- Assist with substitute teachers
- Handle confidential information with complete security
- Gather and prepare appropriate accounting information
- Maintain office bulletin board
- Request monthly budget activity reports for program staff
- Assist with and log fire, earthquake, and emergency drills
- Enroll and discharge students, including requesting records from prior schools, and distribute school records with appropriate release
- Maintain classroom key distribution and record-keeping
- Assist with special programs such as the Backpack program, various fundraisers, convocations, field trip forms, testing, etc.
- Keep records as required by law or requested by the Administrators
- Handle paperwork for suspensions, expulsions, report cards, attendance, discipline, and enter all requested data into the appropriate databases
- Maintains inventories of supplies and materials for the purpose of ensuring items availability
- Supports teachers and support personnel with the purpose of furthering the PTS mission statement
- Coordinates a variety of programs and activities (e.g. meetings, site in-service day activities, workshops, ceremonies, dances, luncheons, field trips, etc.) for the purpose of delivering services in conformance to established guidelines
- Monitors assigned district activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements
- Performs record keeping (confidential and non-confidential student and staff files and other record keeping) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supplying stakeholders with necessary materials
- Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information
- Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements
- Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
- Other duties as assigned by the building principal or supervisor
QUALIFICATIONS AND SKILLS:
- HS diploma required, college experience/degree preferred
- Experience as administrative support in an educational setting preferred
- Have strong sense of customer service and business etiquette
- Ability to maintain a pleasant, friendly, and helpful attitude in a fast-paced office environment with regular interruptions
- Ability to multitask, problem solve, and adapt to challenging situations
- Have excellent integrity and demonstrate good moral character and initiative
- Ability to relate well with students, staff, administrators, parents, and the community
- Ability to communicate effectively, written and verbally
- Ability to maintain financial records and balance budgets
- Ability to maintain confidentiality of student and staff records
PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully preform the essential functions of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.While performing the duties of this job, the employee may be required to occasionally lift/carry up to 20 lbs, push/pull; some climbing and balancing; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. The job generally requires 80% sitting, 10% walking, and 10% standing. Work Environment:The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Employee must maintain emotional control under stress. There may be occasional prolonged hours or irregular duties. While performing the duties of this job, the employee regularly works indoors. The employee will work near or with standard office equipment. The employee must be able to meet deadlines with severe time constraints. The noise level in the work environment is usually moderate to high.DISCLAIMERResponsibilities and tasks outlined in this document are not exhaustive and may change as determined by the needs of the District. The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment in the Corporation. The employee is expected to adhere to and agrees to adhere to all PTS Core Values, the PTS Strategic Plan, as well as PTS District policies and guidelines including but not limited to the civility policy.