Secretary - Austin Middle School

Open Until Filled
PRIMARY PURPOSE:
To effect the efficient operation of office routines and practices associated with a
busy yet productive and smoothly-run office, so that it can play its effective part
in the education process.
QUALIFICATIONS:
Minimum Education/Certification:
High school diploma or equivalent
Special Knowledge/Skills:
Strong communication both verbal and written, public relations, organizational
and interpersonal skills
Minimum > 40 WPM typing
Use software to develop spreadsheets, databases, and financial applications
Maintain accurate and auditable records
Knowledge of basic accounting principles
Follow verbal and written instructions
Perform a variety of tasks often changing assignment on short notice
Work well with students, parents, community members and campus staff
Work Conditions:
Tools/Equipment Used: Standard office equipment including personal computer and
peripherals
Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting
Motion: Repetitive hand motions including prolonged keyboarding & use of a mouse;
occasional reaching
Lifting: Occasional lifting and carrying (less than 50 pounds)
Environment: Work with frequent interruptions in a small office space;
Must maintain professional demeanor under stress;
Must have problem-solving skills;
Occasional prolonged and irregular hours;
Biological exposure to bacteria and communicable diseases
Regular attendance is an essential function
Minimum Experience:
Two years of successful experience as a secretary or prior experience in bookkeeping
MAJOR RESPONSIBILITIES AND DUTIES:

1. Prepare campus communications, correspondence, forms, manuals, reports, purchase orders, and payment authorizations following district standards and requirements.
2. Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit payroll according to established procedures and deadlines.
3. Type teacher bulletins, faculty directory information, reports, memos, monthly statements, and updates faculty handbook and other campus based information.
4. Place and receive telephone calls, and record messages, or route messages as necessary. Also, answers questions of callers or visitors according to school policy.
5. Apprise the principal of dates, appointments, phone calls, etc.
6. Maintain campus inventory, types requisitions and distributes campus supplies.
7. Administer medication to students, check temperatures, and notify parents of student illness in nurse's or health room clerk's absence (as needed).
8. Compile, maintain, and file all reports, records, and other documents as required. Maintain student records, entries and withdrawals according to established procedures.
9. Assume responsibility for all files and processes incoming correspondence as instructed.
10. Prepare and make deposits for activity account(s). May be responsible for maintenance of activity check register(s) and ledger(s).
11. Assist with campus budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
12. Maintain all daily records of student attendance to be used for school, local district and state reports.
13. Receive, read, sort, file, and deliver all incoming school and U. S. mail.
14. Operate various types of machines used in report figuring, duplicating materials and teaching and/or classroom use.
15. Clean machines and make minor repairs or report major malfunctions to the proper department.
16. Receive, sort, and distribute mail and other documents to department staff.
17. Maintain confidentiality of information.
18. Follow district safety protocols and emergency procedures.
19. Comply with policies established by federal and state laws and regulations, and local board policy.
20. Perform other duties as assigned.