Substitute Secretary Job at Montgomery Co, KY in Mount Sterling

SUBSTITUTE SECRETARY

QUALIFICATIONS:1. High School diploma or equivalent.

2. Such additional qualifications as the Superintendent or Board find appropriate and acceptable.

REPORTS: Principal

SUPERVISES: Not Applicable

JOB GOAL: To create a pleasant and business like office in which clerical,

secretarial and business duties are performed with efficiency so that a positive impact on the education of children can be realized. To establish a healthy relationship with students, faculty and staff and to present a good image of the school.

BASIC FUNCTION: Organize, coordinate, schedule, and perform office functions at a

large comprehensive school; serve as secretary to the Principal and coordinate communications between administrators, District, and site personnel, parents, students, and the general public; train and provide work direction to clerical personnel and others as assigned.

PERFORMANCE RESPONSIBILITIES

1. Prepares letters, correspondence, documents and student reports/information as directed by Principal.
2. Collects information, prepares and maintains files, enters data, as directed by the Principal or required by the District, maintaining files in accordance with Kentucky Records Retention schedule.
3. Maintains a supply of all school and report forms. Copies forms as needed.
4. Maintains or works with contracted service providers in maintaining and monitoring the use of equipment.
5. Monitors the use of office phones. Maintains records of phone calls, messages and long distance calls. Delivers messages as necessary.
6. Maintains up-to-date attendance, related records and correspondences, making appropriate data entries as required by the District.
7. Prepares and submits accurate reports/documents as required by the State or District.
8. Maintains student late arrival and early dismissal logs issuing tardy and early dismissal forms as required by the Principal.
9. Maintains staff attendance records, time sheets, and required leave forms. Works with staff to complete required forms.
10. Assists staff in maintaining inventory or ordering and purchasing both instructional and non-instructional supplies and materials in accordance with District policies and laws.
11. Prepares parcels and mail for outgoing shipments, and receives, unpacks and verifies, sorts and distributes incoming mail and shipments.
12. Schedules meetings and appointments for Principal, Assistants, faculty and staff.
13. Works with staff in maintaining pleasant reception area. Greets, monitors and provides assistance for visitors to the school. Reports visitors to Principal and staff.
14. Compiles working budget, keeps record of all school financial transaction, including encumbrances and up-to-date account balances, reviews invoices for accuracy, submits payments as scheduled monitors inventories as required by law.
15. Schedules and provides necessary information and documents for substitutes.
16. Performs such other tasks and assumes such other responsibilities as may be assigned by the Principal or the Superintendent.