Permanent, .9375 Fte Secretary - Sisters Middle School

Position Title: Permanent, .9375 FTE Secretary at Sisters Middle School

Reports to: Building Principal

Posting Date: February 20, 2024

Position Closes: April 5, 2024

Date Available: August 2024

The Sisters School District has an opening for a permanent, .9375 FTE Secretary at Sisters Middle School. This is a 7.5 hour per day, 209-day per year position Monday – Friday, from 7:40am – 3:40pm, for 209 work days for the 2024-2025 school year.

Position Summary:

Under minimal supervision, assists the principal in the management of daily operations by providing administrative assistance, supervision, and organizational services. The employee is responsible for all student athletic records, facilities use, website updates, all financial records and documents, maintains a cash drawer and serves as the primary contact with all staff and families in relation to attendance. The tasks require extreme accuracy in a busy environment with constant interruptions.

Job Characteristics:

The majority of this employee’s time is spent in contact with people. Flexibility and effective oral and written communication skills are essential. Must be able to use current office equipment, which include computers, copy machines, and automated telephone/intercom systems and help staff members with this equipment. This position serves as the primary contact person for students, parents, district staff and community members. In the absence of an administrator, this person maintains the operation of the school while being responsible to a designated certificated teacher. This position requires the use of independent judgment in the absence of the administrator to deal with a variety of unanticipated problems and concerns. Works under the supervision of the principal.

Essential Duties and Responsibilities:

Essential duties of this position include the following. Employees in this position perform some or all of the following tasks. Other duties may be assigned.

• Assures office management and support services are provided by scheduling and distributing the workload among all available office staff and by assisting the administrator in developing office procedures.
• Assists parent volunteers.
• Reporting: assist District Business office with Financial reporting and purchase orders.
• Maintains school petty cash, tills and prepares all tills for school events.
• Maintain and update database for distribution of daily announcements including website updates. Post to SMS web site, send teacher updates via Remind, and communicate with families via Parent square.
• Assist in the annual update and maintain student handbook, calendar and permission forms.
• Assures positive efficient services are provided to students, staff, and community by leading in school all aspects of attendance reporting.
• Works with school nurse to dispensing of medication, providing basic first aid, and responding to requests for information. Monitors the sick room when the nurse is not available.
• Assists Athletic Director with athletic eligibility grade checks.
• Assists families with sports registration, physicals, sports payments.
• Confirms sporting events for the week and updates the SMS Website.
• Prepares and maintains up to date and accurate SMS sports team rosters.
• Initiates and answers telephone calls, which include interviewing callers, furnishing desired information or referring callers to proper authority.
• Writes, types and/or emails memoranda, letters, student records, reports and other material from rough draft, notes, oral instructions or straight copy and composes correspondence independently on routine matters.
• Compiles and maintains information for school, district, state and federal reports working directly with Sisters School District Data Specialist.
• Maintains confidential student records.
• Orders, inventories and maintains supplies and forms used in various phases of school operations.
• Assists in the planning and implementation of parent/teacher conferences.
• Maintains the same level of ethical behavior and confidentiality regarding information about students and district issues as is expected of certificated staff.
• Assists admin team in tracking students enrolled at SMS and also through Sisters Educational Options (SEO).
• Assists principal and/or counselors in the development of student handbooks and curriculum guides.
• Helps coordinates end of the year promotion and awards.
• Maintains financial records, compiles budgetary needs, purchase requests and process documents involved in financial transactions for the Middle School student body, district, and co-curricular accounts.
• Assist district staff in maintaining current accounting codes within district accounting software (currently iVisions) and student body accounting software (currently in-Touch).
• School supply distribution to all staff
• Assists the SMS Dean of Students with discipline entry into the Student Information System, attendance referrals and attendance letters.
• Process incoming mail and packages.
• Assists and works with elementary and high school secretarial staff in job related training.
• Fulfills other related duties as assumed or assigned.

Qualifications:

• Holds a high school diploma or equivalent.
• Record of successful employment with prior related experience required.
• Knowledge of current office practices, procedures, communication and equipment and willingness to learn student service and accounting software programs.
• Ability to positively represent the district on a variety of matters and situations.
• General knowledge of computer usage and ability to use database software, internet software, email, and word processing software. Ability to proficiently use the following programs strongly preferred, MS Word and Excel, Synergy & Parent Square, iVisions and Intouch. Ability to type accurately and proficiently.
• Knowledge of and skills in using standard office equipment such as calculators, word processors, computer terminals, copier machines, fax machines, laser printers, and other related equipment.
• Ability to rapidly and accurately enter and retrieve computerized data.
• Ability to update and amend SSD Website on a weekly basis.
• Demonstrated ability to support and maintain school and district policies and to successfully plan and complete assigned responsibilities within identified resources and timelines.
• Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit.
• Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
• Knowledge of cash handling procedures, maintaining and processing financial records, maintaining accurate student accounting records and other record keeping processes.
• Ability to manage employee leaves and maintain substitute records.
• Genuine interest in and ability to relate to students and the general public.
• Ability to establish and maintain effective communication and working relationships with students, staff, parents, and the general public in a courteous and kind manner.
• Good organizational skills.
• Ability to work effectively with continual interruptions.
• Ability to work under minimal supervision and direction.
• Demonstrated ability to work successfully in a team setting with school staff.
• Such alternatives to above qualifications as the administrator may find appropriate and acceptable.
• Regular and reliable attendance.

Physical Requirements:

While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to walk, sit, use hands for fine manipulation, handle or feel and reach with hands and arms. The employee is frequently required to stand and stoop, kneel, crouch or crawl. The employee must regularly lift and/or move up to 25 pounds and occasionally up to 50 pounds. Specific vision abilities required by this job include close, distance and peripheral vision, depth perception and ability to adjust focus.

Salary: $16.71 – $26.03 per hour (2024-2025 classified salary schedule), depending upon prior work experience, education and training. Excellent benefits package and Employer-paid PERS.

Submission Details:

Submit your Talented Recruit & Hire Application, Cover Letter, Resume, Official Transcripts and Two letters of recommendation on Talented Recruit and Hire https://sisters.tedk12.com/hire/index.aspx

(Link on webpage)

Contact: the HR Department for any questions regarding this position at (541) 549-8521 #5021.

Sisters School District is an Equal Opportunity Employer