Building Secretary

***This position starts the 2024-25 school year.***

ESSENTIAL FUNCTIONS include the following. Other duties may be assigned.

START OF SCHOOL AND SCHOOL OPENING DUTIES

• Prepare Handbooks for the teachers and students.
• Organize CUM by new teacher and file.
• Prepare for Back to School Night; class lists, etc.
• Run enrollment demographics for every student by teacher
• Obtain volunteers and complete “take home” packets.
• Copy Red Staff Handbook Revisions for distribution.
• Help prepare and type school-opening materials for principal to distribute to staff and parents, such as Raider Kick-off packets.
• Prepare for new staff by distributing handbooks, setting up mailboxes and informing them about office procedures.
• Complete various start of the year projects such as bulletin, newsletter, phone tree and staff directory sheets.
• Schedule students in classes in PowerSchool during the summer.

TRANSCRIPTS

• Ensure that transcripts are faxed/emailed and sent for all outgoing and incoming students.
• For outgoing students, all records must be up-to-date in the cumulative folder, and this folder is then filed in the withdrawal file.

VISITATION

• Greet all parents/guests.
• Run Raptor background checks on anyone entering the building outside the office area.
• Oversee the delivery of messages to students at the end of the day.

CONFIDENTIAL MATERIALS

• Take care of principal's correspondence and student confidential records, etc.

PARENT MESSAGES

• Prepare and type messages that need to be sent home with students.

END OF YEAR DUTIES

• Store grades and process report cards; file one and mail one home.
• Copy, file and mail home ISTEP+ scores.
• Alphabetize all 5th grade CUMS together and send to Northridge Middle School.
• Confirm Student Handbooks on order.
• Schedule students into classrooms in PowerSchool.
• Obtain all CUM folders from the elementary buildings.

DAILY TASKS

• Basic receptionist duties, such as answering the phone and doorbell.
• Greet and direct all visitors. Sign-in and out students as needed.
• Sign all guests in/out of Raptor.
• Run class lists for absent teachers and check in guest teachers.
• Type a.m. announcement script.
• Monitor payroll clock-in and clock-out, messages and requests for leave.
• Monitor sub requests and vacancies in SmartFind Express.
• Supervise office detention students during lunch and recess.
• Oversee the distribution of all correspondence sent home with students from HIS, other MCS schools and the Ad Center.
• Maintain HIS school calendar.

WEEKLY TASKS

• Type and distribute weekly bulletin.
• Complete attendance verification for payroll system on alternate Fridays.

QUARTERLY TASKS

• Store grades, print and distribute report cards.
• Complete “Count Day” reports.
• Complete Special Education Reports.
• Assist MLL Assistant with the MLL report.

ADDITIONAL DUTIES

• Secretarial duties as assigned by principal, which may include ISS, ISTEP, field trips, etc.
• Assist with copy machine maintenance.
• Assist teachers as needed with photocopying, binding, laminating, etc.
• Notify bookkeeper of needed supplies.
• Help keep supply room stocked and maintained.
• Responsible for payroll duties, including attendance record for certified and classified staff.
• Assist with notification and distribution of student pictures and yearbooks.

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential function 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.

EDUCATION and/or EXPERIENCE:

Minimum of a High school diploma or general education degree (GED); one to three months related experience and/or training; or equivalent combination of education and experience.

CERTIFICATES, LICENSES, REGISTRATIONS:

Valid state driver's license - operator permit

LANGUAGE SKILLS:

Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence.

Ability to speak effectively before groups of school employees, students or parents.

MATHEMATICAL SKILL:

Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.

REASONING ABILITY:

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

OTHER SKILLS and ABILITIES:

Must be proficient in the use of computers for various office applications. Ability to type and use the machines, tools, equipment, and work aids which may be representative, but not all inclusive, of those commonly associated with this type of work, i.e., computer, computer programs such as Microsoft Word, Excel, Publisher, experience with student management system such as PowerSchool, copy machine, calculator, camera monitoring systems, tools, charts, forms, ledgers, schedules, text books. Employee must maintain a positive relationship with other staff, parents, and students.

PHYSICAL DEMANDS:

The physical demands described here are representative of 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.

While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to stand, walk, sit, use hands to finger, handle, or feel objects, tools, or controls, reach with hands and arms, and taste or smell. The employee may frequently lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

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. The noise level in the work environment is usually moderate. The working environment is mainly indoors other than routine errands.

TERMS OF EMPLOYMENT:

221 days per year/ 8 hours/day. Salary and benefits as per Classified Policy.

EVALUATION:

An evaluation will be done on the employee’s performance on an annual basis.