SCHOOL SECRETARY I - MIDDLE                                         Class Code: 7774C

 

BASIC FUNCTION: 

      Perform a wide variety of secretarial and clerical duties to assist the Principal of a small to medium-sized middle school with routine administrative tasks and coordinate school office activities; perform public relations and communication services for the Principal.

 

DISTINGUISHING CHARACTERISTICS:

      School Secretary I - Middle School incumbents perform a variety of clerical and secretarial duties in a small to medium-sized school.  School Secretary II - Middle School incumbents perform a variety of clerical and secretarial duties in a large middle school with a larger number of faculty, student body enrollment and educational programs.

 

REPRESENTATIVE DUTIES:

• Coordinate office activities and communications with school activities, events and time lines and assist the Principal with routine administrative matters.
• Perform secretarial duties for the Principal, assisting with routine administrative matters as appropriate; independently compose letters, memoranda and bulletins as directed.
• Coordinate the Principal's office, acting as receptionist, and contact and reference source for staff, students, parents and the public; perform public relations and communications services for the Principal.
• Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary; coordinate and maintain the school calendar of events.
• Train and provide work direction to clerical personnel, students and others as assigned.
• Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data.
• Process the certificated and classified payroll including the completion and submission of time sheets to the supervisor and District Office; maintain accurate records with respect to personnel; assist substitute teachers and classified personnel by providing them with keys and materials; secure period substitutes and prepare substitute time sheets.
• Perform a wide variety of problem-solving tasks in support of certificated, classified and management personnel.
• Operate a variety of office machines such as typewriter, copiers, calculator and computer equipment.
• Utilize a mimeograph machine for forms, certificates, passes, slips and a variety of other items.
• Perform First Aid according to established guidelines and procedures.
• Perform related duties as assigned.

 

KNOWLEDGE AND ABILITIES:

      KNOWLEDGE OF:

• School office terminology, practices and procedures.
• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Receptionist and telephone techniques and etiquette.
• Letter and report writing skills.
• Health and safety regulations.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills.
• Applicable sections of Kentucky Administrative Regulations and other applicable laws.
• Interpersonal skills using tact, patience and courtesy.
• District organization, operations, policies and objectives.
• First Aid practices.

       ABILITY TO:

• Perform office, secretarial and clerical work to assist the Principal with a variety of administrative tasks.
• Learn, interpret, apply and explain school and District policies, rules and objectives.
• Understand and perform duties within scope of authority.
• Establish and implement revised office procedures as needed and according to established guidelines.
• Understand and interpret rules and written direction and apply to specific situations.
• Compose correspondence independently.
• Perform duties effectively with many demands on time and constant interruptions.
• Type at an acceptable rate of speed.
• Establish and maintain effective working relationships with others.
• Operate a variety of office machines including computer equipment.
• Meet schedules and time lines.
• Plan and organize work.
• Train and provide work direction to others.
• Maintain records and prepare reports.
• Work confidentially with discretion.
• Add, subtract, multiply and divide quickly and accurately.
• Communicate effectively both orally and in writing.
• Understand and follow oral and written directions.
• Work independently with little direction.

EDUCATION AND EXPERIENCE:

      Any combination equivalent to:  high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and three years of varied and increasingly responsible clerical or secretarial experience.