Job Title

Grade 6-12 Secretary

Qualifications

The skills required in the position of the Grade 6-12 Secretary are:

1. Ability to correctly word process 50 wpm.
2. Computer literacy is essential. Must understand and use appropriate technology and software, including excel spreadsheet, micro soft word.
3. Understand and properly use District software program for attendance, grading, and morning breakfast and lunch accountability.
4. Correctly use District telephone system.
5. Process correspondence to parents, guardians

Other requirements:

• The individual is required to be mentally alert, neat in personal appearance, in good health, display cooperativeness, and dependability. This person will also need to exercise a high level of confidentiality.
• Ability to work cooperatively with others. Must complete responsibilities, in an organized and efficient manner. Must have an ability to problem solve and resolve work related difficulties in a positive manner. This person shall maintain positive working relationships with staff, students, and families. It is imperative the individual in this position is a positive role model.
• The person must understand the developmental characteristics of adolescence.
• Understand District policies and work within guidelines as required.

Reports to:

District Administrator and/or Principal

Primary goal of  the 6-12 School  Secretary 

The primary goal of the 6-12 secretary is to get the job accomplished in a positive and cheerful manner. This person is the first point of contact for many District residents and must understand the importance of a positive and cheerful attitude.

Position Requirements and Responsibilities

1. Student Record Keeping; activities.

1. Maintain student attendance and tardiness records.
2. Develop daily bulletin information; get the information on the Web site.
3. Prepare admit slips for students.
4. Maintain a log of students leaving school earlier.
5. Monitors parent permit slips for field trips; informs staff of student status.
6. Prepares make up slips for students returning from being absent.
7. Assist principal in completion of truancy papers when appropriate.
8. Maintains detention roster.
9. Consult with Athletic Director as needed for student notification for code violations.
10. Maintain student records. Oversee file security.
11. Record and process student insurance information.
12. Maintain emergency cards.
13. Maintain student vehicle records.
14. Process student academic notices.
15. Process report cards and grades.
16. Update immunization records
17. Manage assignment of student records.
18. Coordinate student picture taking day.

2. District Record Keeping.

1.       Maintain employee attendance records.

2.       Manage supply inventory.

3.       Verify receipt of classroom supplies.

4.       Filing as required.

5.       Maintain a building use schedule.

6.       Assist in the scheduling of parent –teacher conferences.

7.       Keep a log of vehicle use.

3. Word Processing Responsibilities

1. Principal correspondence.
2. District Administrator correspondence (when needed).
3. Complete purchase orders.
4. Process report cards.
5. Complete forms and schedules.
6. Complete DPI reports as necessary.
7. Compile class lists.
8. Complete transportation lists.
9. Provide notices to parents and guardians about special events; notify Technology Coordinator so information can be posted on the District Web site.
10. Provide word processing to staff as needed.
11. Monitor office machines in personal working area.

4. Money Receipting Responsibilities; Grab and go and hot lunch.

1. Process registration fees.
2. Monitor and account for disbursement of student supplies.
3. Sell student supplies.
4. Assist with athletic resale.
5. Maintain free and reduced lunch records.
6. Maintain daily lunch ticket records; maintain all records necessary for hot lunch and grab and go accountability.
7. Collect lunch ticket proceeds.
8. Process monthly lunch reports
9. Account for student bill recovery.
10. Maintain a weekly ledger of receipts and expenditures.
11. Inform District Administrator about unpaid fees and dues.
12. Conduct daily banking and deposit funds into bank account as appropriate.

5. Receptionist Responsibilities

1. Answer the telephone and relay messages as necessary.
2.  Maintain a log of long distance telephone calls.
3. Monitor student use of telephone.
4. Obtain assignments for students who are absent.
5. Coordinate informational board displays as well as bulletin board displays.
6. Greet and assist school visitors, parents and guardians.

6. General office Responsibilities

1.       Operate office machines as required.

2.       Coordinate substitute teachers district wide.

3.       Maintain and disburse supplies as required.

4.       Order office supplies, including medical.

5.       Administer and record student medication use.

6.       Compose a list of student health concerns.

7.       Record all accidents; upgrade and modify forms as necessary.

8.       Consult with school nurse on health related issues.

9.       Render first aid to students as necessary; inform parents as needed/inform principal as appropriate.

10.   Assist personnel with overload situations as time allows or need arises.

11.   Assist guidance counselor with District testing program.

12.   Verify general deliveries.

13.   Secure office area at the end of each day.

14.   Perform other duties as assigned by supervisor.