Substitute Secretary Job at Ohio Department of Education in Stow

STOW-MUNROE FALLS CITY SCHOOL DISTRICT

JOB DESCRIPTION

Title: SCHOOL SECRETARY File 220

Reports to: Principal

Job Objective: Performs secretarial duties that support the effective management of school operations.

Minimum High school diploma or GED. An acceptable score on a pre-employment test may be required.

Qualifications: Post-secondary business school training or equivalent secretarial work experience is desirable.

* Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).

* A record free of criminal violations that would prohibit public school employment.

* Complies with drug-free workplace rules and board policies.

* Multitasking ability and strong diplomacy skills. Congenial telephone etiquette.

* Keeps current with technology and other workplace innovations that support job functions.

* Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.

* Accounting skills and the ability to consistently accurately compute and record mathematical data.

* Energetic self-starter. Gives careful attention to details and effective customer-service.

* Assignment may require successful completion of basic first aid and/or CPR training.

Essential Provides secretarial services. Organizes assigned duties. Takes the initiative to perform routine

Functions: tasks independently. Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records. Maintains an orderly work area.

* Upholds board policies and follows administrative guidelines/procedures. Promotes a professional image of the school district.

* Promotes effective communications and assistance. Uses problem-solving techniques to tactfully address questions/concerns. Refers district policy/procedure questions to administrators.

* Keeps informed about program and procedure changes. Greets and assists office visitors. Answers and directs phone calls. Takes messages. Manages calls efficiently to keep lines open.

* Schedules appointments as directed. Maintains an office calendar. Prepares bulletin/message boards and displays as directed. Keeps administrators/staff informed about scheduled events.

* Helps communicate information about weather delays and program cancellations.

* Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.). Verifies the accuracy of database information as directed.

* Updates staff/student handbooks, fact sheets, and program forms.

* Helps coordinate school activities (e.g., open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in-service training, etc.).

* Prepares enrollment/withdrawal records. Processes transcripts. Prepares permanent records, schedules, student lists, etc.

* Processes interim reports, report cards, and supplemental information.

* Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms.

* Prepares attendance records. Keeps the principal and guidance staff informed about chronic absenteeism, tardiness, and truancy concerns. Verifies attendance information for report cards.

* Contacts parents or guardians when the school has not been notified about an absent student.

* Notifies teachers about homework requests for absent students.

* Collects and maintains staff and student medical emergency authorization forms.

* Administers medications and renders basic first aid when a school nurse is not available.

* Monitors students sent to the office for illness or discipline reasons.

* Monitors bus communications. Conveys information as needed.

* Composes and prepares routine correspondence, memos, notes, forms, etc.

* Transcribes, prepares, duplicates, and processes routine documents and special mailings.

* Collects, compiles, edits, and prepares statistical data and reports as directed.

* Helps gather information for grant/foundation proposals as directed.

* Assists with committee assignments and/or special projects as directed.

* Uses photocopy/duplicating equipment. Fixes minor malfunctions. Contacts vendors as directed.

* Maintains office transaction records (e.g., receipts, contributions, etc.).

* Processes mail and faxes (i.e., incoming, outgoing, and interoffice).

* Maintains forms related to administrative procedures and program functions.

* Checks in supplies received against purchase orders.

SCHOOL SECRETARY Page 2 of 2

* Monitors and reorders office supplies to maintain reliable service levels.

* Discards archived records following the board-adopted records retention/disposal schedule.

* Respects personal privacy. Maintains the confidentiality of privileged information.

* Keeps current with advances in office technology. Updates office procedures.

* Assists with unexpected/urgent situations as needed.

* Participates in staff meetings and professional growth opportunities as directed.

* Takes precautions to ensure safety. Watches for conduct and situations that may indicate a problem. Works with supervisors to manage or eliminate risk factors.

* Reports suspected child abuse and/or neglect to civil authorities as required by law.

* Strives to develop rapport and serves as a positive role model for others.

* Maintains a professional appearance. Wears work attire appropriate for the position.

* Performs other specific job-related duties as directed.

Elementary School Additional Duties:

* Helps coordinate/process kindergarten registration.

* Processes field trip materials (e.g., PO, permission slips, first aide pack, staff notices, etc.).

High School Additional Duties:

* Processes student forms (e.g., work permits, driving permits, etc.).

Abilities The following personal characteristics and skills are important for the successful performance

Required: of assigned duties.

* Acknowledges personal accountability for decisions and conduct.

* Demonstrates professionalism and contributes to a positive work environment.

* Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.

* Maintains an acceptable attendance record and is punctual.

* Performs duties efficiently with limited supervision. Strives to meet deadlines.

* Prepares accurate and timely paperwork. Verifies and correctly enters data.

* Reacts productively to interruptions and changing conditions.

Working To promote safety, employees are expected to exercise caution and comply with safety regulations

Conditions: and district policies/procedures when involved in the following situations/conditions.

* Balancing, bending, crouching, kneeling, reaching, and standing.

* Exposure to adverse weather conditions and temperature extremes.

* Exposure to blood-borne pathogens and communicable diseases.

* Interactions with aggressive, disruptive, and/or unruly individuals.

* Operating and/or riding in a vehicle.

* Performing repetitive tasks quickly.

* Lifting, carrying, and moving work-related supplies/equipment.

* Traveling to meetings and work assignments.

* Using a computer keyboard and monitor for prolonged periods.

Performance Job performance is evaluated according to policy provisions and contractual agreements adopted

Evaluation: by the Stow-Munroe Falls City School District Board of Education.

The Stow-Munroe Falls City School District Board of Education is an equal opportunity employer. This job description identifies general responsibilities and is not intended to be a complete list of all duties performed. This document is subject to change in response to student demographics, staffing factors, funding variables, modified operating procedures, and other unforeseen events.