Willard R-2 School District is hiring: Willard Middle School Secretary Position

Position Type:
Clerical/Secretary - 10 months

Date Posted:
9/27/2024

Location:
Middle School
Position: Secondary Attendance and Accounts Payable Secretary

Qualifications:

1. Education level: High School Diploma or equivalent (GED), Associates degree preferred
2. Certification: None
3. Experience Desired: Minimum of 3 years experience in secretary and/or customer service role
4. Other Requirement: Must be able to type at an acceptable rate with good grammatical structure, promote a welcoming environment to the office by modeling a positive demeanor to students, staff and visiting public, be proficient in the use of phone, internet, email, Microsoft Office and Google applications, must maintain confidentiality in all matters, be self-directed and detail-oriented,, have the ability to produce documents accurately and efficiently, be quick to learn new software programs, formulate positive relationships with students, staff, parents and community patrons, demonstrate trustworthiness, honesty and loyalty, also demonstrate a strong work ethic with superior work attendance history and possess strong interpersonal skills and flexibility to build relationships in two locations.

General Summary: Building secretaries act as gatekeepers for the building. They screen, manage and troubleshoot the foot traffic in their building to ensure the safety of their students and staff. They provide assistance to the building administrator as well as building employees. Deadlines dictate priorities which contribute to a fast paced environment at times. In this position distractions are inevitable. It is important to be flexible, detail oriented and maintain strong organizational skills. It is equally important to be goal driven and maintain a high level of professionalism while adhering to Board policy.

Performance Responsibilities:

1. Assist Guidance secretary with preparing new student registration
2. Assist District Office and Core Data Personnel with data entry appropriate for building
3. Make contact with parents regarding student absences
4. Manage and monitor student attendance including tardies and early dismissals
5. Track and record student discipline
6. Maintain accuracy of student information throughout the year, including informing District office of family demographic changes
7. Manage and monitor visitors in building
8. Answer multiple phone lines and serve as message center for all staff, parents, patrons and vendors. Direct information appropriately
9. Collect, count and distribute money as necessary. Prepare building bank deposits as needed
10. Assist building principal with organizing and coordinating building events, special projects and fundraisers
11. Maintain building keys and check out procedures
12. Assist with preparing and directing phone tree procedures
13. Assist food service personnel with parent contact regarding student lunch account balances
14. Assist building nurse in managing student visits if needed
15. Process requests for purchase orders. Assist staff and building administrator in ordering materials and supplies
16. Prepare invoices for payment. Reconcile building purchases with vendors
17. Manage and reconcile building budgets and student activity accounts
18. Assist in compiling annual building inventory
19. Track and assist staff with end of year check out procedures
20. Manage employee leave via HR Portal and provide substitute and leave information to Human Resources and Payroll as needed
21. Assist building principal with obtaining substitutes for building
22. Maintain petty cash in accordance with Board policy
23. Process first class and inter-school mail and distribute to staff accordingly
24. Assist building administrator with disseminating information via physical or electronic mail
25. Prepare and make verbal announcements as needed
26. Assist with other duties as assigned