Lead Secretary - Southridge Job at Kennewick School District in Kennewick

Position #21981: Lead Secretary

Posting Dates: 12/16/2024 - 12/20/2024 (Or Until Filled)
Location: Southridge High School
Hours: 8 Hours per Day, 12 month contract (260 days)

JOB DESCRIPTION

The lead secretary is also responsible for department/school oversight of multiple processes including payroll, requisitions, statistical management and special assignments. A high level of ability to work independently with minimal instructions, manage multiple software programs, audit own work and direct workflow and work product of others is necessary. The secretary must be able to manage the schedule of school, department and/or supervisor, independently solve problems, manage staff, students and the public and perform other job-related duties as assigned. The secretary in this position will at times meet and greet visitors and substitutes, handle and route calls, perform basic clerical tasks and/or perform skills in various software and data entry.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

All applications must be submitted to the Kennewick School District Online at www.ksd.org

CONDITIONS OF EMPLOYMENT

1. Passing basic skills test based on the requirements of the position.
2. Employment history in similar position(s).
3. References indicating satisfactory skills and abilities in similar position.
4. Must present transcripts of highest level of education within thirty (30) days of hire.
5. Must be able to perform the essential functions of the position with or without reasonable accommodation.
6. Must be able to meet the Physical Demands of the position.
7. Completion of Vector (aka Safe Schools) Web Based Training within thirty (30) days of hire and yearly thereafter.
8. Must pass a background check, which includes employee paid fingerprinting.

QUALIFICATIONS REQUIRED

1. Be a strong people person with highly effective relationship skills.
2. Excellent attendance, punctuality, and dependability
3. Recommendations that confirm dependability, punctuality, flexibility, loyalty and self-starting capabilities.
4. Must uphold board policies and follow administrative procedures.
5. Must take all necessary and reasonable precautions to protect students, equipment, materials and facilities.
6. Must attend in-service trainings or other meetings as required, as well as attend any training as directed by management.
7. Evidence of ability to assess and correct issues involving safety.
8. Evidence of ability to establish and maintain a tactful, cooperative and effective relationship with students, parents, staff, fellow employees and management.
9. Evidence of ability to approach assigned work in a professional manner, working toward the common goal of teamwork, pride in service delivery and continuous improvement.
10. Must demonstrate sufficient command of the English language to communicate verbally and in writing with students, parents, district staff members and other concerned people regarding all aspects of their job-related activities.
11. Must be able to use basic computer programs to maintain records, enter timecard information and read and respond to email.
12. Previous experience and/or training operating general office equipment such as: computer, copy machine, 10 key adding machine and fax machine.
13. Knowledge of computer programs such as Microsoft Office Suite and Google platforms. Ability to function within various software programs.
14. Strong verbal and written communication skills; working knowledge of correct grammar, spelling and English usage.
15. Possess current first aid card or willingness to acquire one.
16. Must be willing to participate in district training as it becomes available for varied computer programs and other needs.

QUALIFICATIONS PREFERRED

1. AA degree or equivalent or comparable work experience in a secretarial/clerical office setting.
2. Successful school office secretarial experience.
3. Experience working with school district procedures, such as student registration, orientation and assisting with student busing needs.
4. Ability to work with interruptions while balancing daily office responsibilities.
5. Positive evaluations and recommendations that support character and work ethic.
6. Evidence of ability to be self-disciplined and a self-starter.

JOB RESPONSIBILITIES

1. Maintain confidentiality and practice discretion regarding students, staff, and parents.
2. Interact with students, staff, parents, and the public in a positive, courteous, caring, inviting, and supportive manner; acting as a liaison when applicable, and maintaining confidentiality and practicing discretion as appropriate.
3. Access calendars and schedule appointments for building/program administrators, and counseling and student support staff as appropriate.
4. Maintain all payroll records, including additional pay slips; maintain a calendar of all staff absences, complete all monthly payroll reports per the district schedule.
5. Check out and inventory of keys for all building staff and substitutes.
6. Check out staff members at the end of the school year, including the compilation of contact information, records verification and location, keys, and other related information as needed.
7. Assist in the distribution and collection teacher contracts and notices of reasonable assurance for classified staff.
8. Implement the subsequent parts of the student registration process, including the collection and assembling of all necessary components of the student's application packet, and the scheduling of related counseling, special services, and administrative appointments.
9. Perform data processing functions into PowerSchool, including the entering of student demographic, manually-entered grades (i.e, grades not automatically stored at the end of a grading term), out-of-district transcript information, and other appropriate academic information as needed.
10. Prepare, log, and archive all building and program purchase orders, acquisitions, and invoices; maintain purchase card usage and access records, reconcile purchase card statements; assist in the monitoring of building and program budgets.
11. Perform ASB Secretary duties, including the logging, collection, and receipting of associated fees and fines; completion and submission of associated reports to the District Office as necessary.
12. Coordinate with the principal and counselor all graduation-related activities; act as the liaison between students, parents, and related vendors.
13. Create, maintain, and distribute a current phone/contact tree of all staff members.
14. Take the lead on securing substitutes for all staff members.
15. Assist in the monitoring, management, and ordering of office and instructional supplies and calls for service for building/program copy machines.
16. Assist in providing appropriate assistance to students, including medication management, application of first aid, distribution of bus tickets, and in other supportive functions as appropriate.
17. Assist in the maintenance mailboxes and all school district forms in the mailroom.
18. Assist in the creation and posting of meeting agendas and the preparation of meeting minutes.
19. Assist in the preparation of all correspondence, forms, and reports for building/program administrators.
20. Enter work orders into district reporting and schedule requesting software as needed.
21. Assist in the answering of telephone calls and other receptionist-related activities as needed.
22. If necessary, organize and coordinate the timely distribution and collection of Federal Impact Survey cards.
23. Catalog, return, and archive all necessary forms to the appropriate District-level offices.
24. Collect, submit, and perform all forms and procedures related to school field trips, including the scheduling of needed transportation and substitutes.
25. Simultaneously perform multiple tasks that may or may not be related.
26. Perform all duties within the scope of Kennewick School District policies and procedures, including regular attendance and punctuality.
27. Perform other job-related tasks as assigned by the Principal.

PHYSICAL DEMANDS AND WORK ENVIRONMENT

PHYSICAL DEMANDS: The physical demands described here represent 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.

• Mobility: While performing the duties of this job, the employee is regularly required to stand and walk for prolonged periods of time, push or pull 18-26 lbs., sit, kneel and crouch, twist and bend, use hands to type, finger, handle, or feel; and reach with hands and arm.
• Sense: The employee is required to talk/hear conversations and other sounds. The employee must be able to communicate effectively in person and over the telephone. The employee is required to taste and smell. Specific vision abilities required by this job include close vision, far vision, color vision, peripheral vision, depth perception and the ability to adjust focus.
• Lifting: The employee must be able to lift or move up to 18-26 pounds; must also be able to lift overhead. The employee may be required to physically move quickly in an emergency or while performing student supervision duties.

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.

• Physical Hazards: While performing the duties of this job, the employee must be able to work outdoors in a wide variety of temperatures; from -10 degrees F to 100 degrees F +. The employee may be exposed to wet and/or humid conditions. The noise level in this work environment is moderate.

Kennewick School District's Non-Discrimination Policy

The Kennewick School District provides equal access to all programs and services without discrimination based on sex, race, creed, religion, color, national origin, age, honorably discharged veteran or military status, sexual orientation, including gender expression or identity, the presence of any sensory, mental or physical disability, or use of trained dog, guide or service animal by a person with a disability, and provides equal access to the Boy Scouts and other designated youth groups. The following employees have been designated to handle questions and complaints of alleged discrimination:

Civil Rights & Equity: Dr. Thomas Brillhart - (509) 222-5010 (Thomas.Brillhart@ksd.org)

Section 504, Title IX: BJ Wilson - (509) 222-5003 (BJ.Wilson@ksd.org)

This holds true for all students who are interested in participating in all education programs and/or extra-curricular school activities in the Kennewick School District.

Applicants: Inquiries regarding compliance procedures or requests for reasonable accommodation may be directed to the School District's Director of Human Resources.

For information on salary and benefits offered, please visit https://www.ksd.org/hr-landing/benefits-salary-schedules

Kennewick School District Contact Names and Telephone Numbers:

Toni Neidhold, Director of Human Resources

(509)222-6414

Toni.Neidhold@ksd.org

Certified/Classified ADA

Kennewick School District

1000 West 4th Avenue

Kennewick, WA 99336