Address
Form of workIf you have questions regarding this position, please contact Stefanie Meier at (385) 646-4549 or email sxmeier@graniteschools.org
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Job Summary
The Substitute Secretary will be assigned by the Human Resources Department to Granite District schools who have substitute secretary needs. These assignments will vary in length. The Substitute Secretary will be responsible for the day-to-day responsibilities of a school level secretary. When not filling in as an emergency secretary, this position will work in Human Resources.
Essential Functions
Administrative: Maintains school continuity when Principal is out of the building. Assists Principal in implementing decisions concerning students, staff and patrons concerns and needs. Assists with school emergencies and school closures. Helps coordinate school emergency and evacuation procedures. Maintains appropriate confidentiality.
School Communications: Assists students before and after school. Helps locate parents/guardians who have forgotten to pick up their children. Works with District personnel, teachers, staff, patrons, and students, keeping them aware of calendars, schedules and events through e-mail, daily bulletins, flyers, memos, notices and Parent Link. Assists district, PTA, School Community Councils, Business partners, patrons, volunteers and outside agencies in student and school affairs. Coordinates with district transportation department on busing issues.
Secretarial Functions: Answers phones, takes messages, assists students and teachers with phone calls. Prepares school handbook, first day packets and faculty policy manual. Maintains calendars. Assists teachers in scheduling SEP conference time. Assists in coordination of building usage, assemblies, and workshops. Prepares weekly or monthly school newsletter. Handles school correspondence and agendas. Distributes district and other mail. Assists teachers in coordinating field trips. May be asked to attend faculty and other school meetings as needed. Files and stores school records. Orders and types student awards. Orders printing (certificates, report cards, attendance cards, etc.)
School Finances and Records: Assists principal in maintaining and monitoring all school budgets (local, district, state and federal). Collects receipts and prepares deposits for all school funds. Processes and distributes checks for all school accounts payable. Reconciles bank account monthly and prepares reports for school and District. Prepares and is accountable for an annual audit. Tracks returned checks. Calculates and remits sales taxes and unclaimed property reports.
Equipment, Facilities and Supplies: Places orders for equipment, supplies and repairs and processes paper work for purchases. Responsible for distribution of supplies. Tracks school property and fixed assets, accountable to a yearly inventory.
Student Accounting, Enrollment, Attendance and Records: Prepares time and attendance, other payroll reports and human resource documents. Assists teachers with Substitute Teacher System and/or finding emergency substitutes. Registers students, sends for student records and notifies staff members of special needs (ESL, resource, speech, medical alerts, custody concerns, homeless, etc.). Assists with daily and monthly student attendance procedures. Processes transfer of outgoing student and forwards cum folders. Keeps student files and records updated. Tracks immunization through recording and reporting. Assists with Kindergarten registration.
First Aid/Medication for Students: Handles medical emergencies, accidents and illnesses. Administers first aid, notifies parent or guardian and completes necessary paperwork. Responsible for following appropriate medication procedures. Assists with lice checks. Responsible for yearly medication training.
Property Management: Schedules building rentals. Responsible for key security procedures. Maintains and resolves problems with office machines and trains others to use them.
Non-Essential Functions
Other duties as assigned.
Required Knowledge and Skills
Must have working knowledge of district policies and procedures relevant to elementary schools.
Strong computer skills such as spreadsheets, powerpoint, data bases, word processing (55 wpm), etc.
Excellent written and oral communication skills with the ability to check written communications for spelling, grammar, punctuation, correct sentence, and paragraph structure.
Requires strong problem solving and analytical skills.
Requires bookkeeping, budgeting, payroll and accounting skills.
QCC and Discovery skills preferred.
Ability to deal with people in a professional manner which shows sensitivity, tact, and professionalism.
Ability to work effectively with others in circumstances that may include some stress.
Ability to organize work and materials.
Ability to maintain confidentiality of district, employee and other information.
Must have a basic knowledge of CPR and First Aid.
Ability to operate a variety of office machines.
Required Training and Education
High School diploma or equivalent required.
Type test of 55 wpm or better preferred.
Yearly updates for medication and CPR certification and training.
Required Prior Experience
Two years of full-time secretarial work experience preferred.
Assigned Decision Making
Makes some authorized decisions under the direction of the principal based upon policy and procedure. Must determine whether a dangerous situation exists and if action is required. Applies predetermined protocols to a variety of situations.
Non-Supervisory Interaction
Communicates effectively with patrons who speak foreign languages, outside agencies including law enforcement, fire department, paramedics, D.F.S., F.A.C.T., Children's Center, Board of Health, YESS, ACES, medical facilities, business partners, media and courts. Must maintain positive relationship with patrons, vendors, student teachers, teachers, Title I, Preschool, students, community agencies, other schools, and substitutes. Must be able to converse calmly, reassuringly and persuasively with young children.
Supervisory Responsibility
Directs and trains lunch clerks, breakfast aides, playground aides, PTA volunteers, student aides, etc.
Budget Responsibility
Assists principal in maintaining and monitoring all school budgets (local, district, state and federal).
Working Environment
Possible exposure to bodily fluids, illnesses and head lice. Limited space for personnel, machines, storage and office equipment. Frequent interruptions during tasks that require accuracy and concentration to complete. Some stress from carrying out medical procedures for ill or injured students, dealing with emergency situations and demanding, angry and/or threatening individuals.
Physical Demands
Requires the ability to sit, stand, walk, stoop, kneel, crouch or crawl. Ability to reach with hands and arms, use hands to finger, handle or feel. Ability to talk or hear. Vision abilities include close vision, distance vision, color vision and ability to focus. Physical demands require moving and lifting supplies, equipment, etc. up to 25 pounds and occasionally lift and/or move up to 50 pounds.
