Job Title:                           Student Support Services Secretary      

Wage/Hour Status:          Nonexempt

Department:                     Student Support Services 

Reports To:                       Student Support Services Supervisor

Approved By:                    Superintendent

____________________________________________________________________________________________

SUMMARY:

Organize and manage the administrative routine work activities and operation of a department in a prompt and efficient manner.  Follow established procedures and perform office tasks and secretarial services and duties.

QUALIFICATIONS:

EDUCATION:

High school diploma or GED

EXPERIENCE:

Three years of secretarial experience, preferably in a public education environment

OTHER SKILLS AND ABILITIES:Ability to handle highly confidential and sensitive information accurately

• Ability to work in a cooperative manner with other team members and seek help when needed
• Ability to develop effective working relationships with students, staff, and the general public
• Effective organizational, communication, and interpersonal skills
• Ability to communicate clearly and concisely, both orally and in writing
• Demonstrated ability to operate a mainframe and personal computer and related software to develop spreadsheets, databases and do word processing
• Ability to operate standard office equipment such as computer, typewriter, copier, fax machine, calculator and shredder
• Proficient skills in typing, keyboarding, and file maintenance
• Working knowledge of typewriter, printer, copier, fax machine, and calculator
• Ability to perform duties with awareness of all department, district requirements, and Board of Education policies

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Records, Reports, and Correspondence 

1. Records minutes of department meetings and/or committees as required.
2. Gather, prepare, and organize material and resources for all meetings and events, including reserving meeting rooms and sending calendar meeting invites.
3. Prepare department courses into established course management platform, as needed when preparing various department courses, and manage attendance and course completion.
4. Compile and enter pertinent data into established database, as needed when preparing various state and local reports, and verify accuracy of according to established procedures.
5. Types all written correspondence, memorandums, meeting minutes, and reports using typewriter or personal computer.
6. Research, create, input, format, organize and edit relevant data as needed or requested and prepare in a usable format.

 Accounting and Payroll

7. Perform routine bookkeeping tasks, including simple arithmetic operations, for the department.
8. Assists in compiling the budget based on needs of the department and enter budget into the district database system.
9. Manage the purchasing order process, ensure funds are available in accounts, obtain quotes, gather required documentation, processes requisitions, order merchandise, route purchase orders to companies, ensure delivery, compile receiving tickets and invoices, and route for payment authorization for the department.
10. Prepare, monitor, and process personnel time records, including leave requests and reports and compiling information and submission to appropriate district level department.
11. Assist in the establishment of the budgets for the department.

Files

12. Prepare, monitor, and process department deliverables by maintaining physical and computerized files, including maintaining logs of monthly campus clinic reports, requests for supplies and student services, inventory of supplies and equipment, staff certifications/trainings, daily nurse attendance, mailing lists, office communication, and other department records.
13. Maintain and organize personnel files and other department records as needed.
14. Update community resource guide, webpages, handbooks, policy manuals, and other documents, as assigned.

 Reception and Phones

15. Greet visitors and respond to routine inquiries from staff and public and route to appropriate staff.
16. Answer incoming calls, take reliable messages, and route to appropriate staff.
17. Independently answer routine questions and correspondence not requiring the supervisor.

 Other

18. Receive, sort, store, and distributes mail, supplies, equipment, and other documents to department staff.
19. Maintain a calendar of appointments, schedule meetings, and make travel arrangements for department staff.
20. Makes arrangements for events under the department responsibilities.
21. Perform a variety of duties to support student support services personnel in handling daily activities.
22. Exercise effective organizational, communication, and interpersonal skills; be clear and concise, be decisive, be proactive, take initiative, and maintain positive relationships.
23. Maintain confidentiality.
24. Participate in staff development training programs to improve job performance.
25. Participate in meetings and special events as assigned.
26. Exercise professional judgment in absences; be punctual to work, meetings, appointments, schedules, and meeting deadlines.
27. Perform other duties as assigned by the immediate supervisor.

SUPERVISORY RESPONSIBILITIES:

None

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 staff, students and the general public.

MATHEMATICAL SKILLS:

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 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.

PHYSICAL DEMANDS:

Occasional absences are understood, but regular attendance is required.

While performing the duties of this job, the employee is almost continuously required to sit, and talk or hear.  The employee is occasionally required to walk and stand.  The employee is occasionally required to reach with hands and repetitive hand motions and prolonged computer use is required.  Light to moderate lifting and carrying is required.  Specific vision abilities required by this job include close vision, depth perception, and the ability to adjust focus.  The employee continuously interacts with the public and other staff.   The employee occasionally will be required to meet multiple demands from several people.    

The employee must maintain emotional control under stress.

WORK ENVIRONMENT:

The noise level in the work environment is usually quiet and is performed indoors.