Secretarial/Clerical

10 Month Secretary:  Junior High – INTERNAL APPLICANTS ONLY

• Full time, 208 day contract, 7 hours per day – Monday – Friday

 

Title: 4.11 10-Month Secretary

Reports To: Principal

Employment Status: Full Time

FLSA Status: Non-Exempt

 

Minimum Qualifications

1. Bureau of Criminal Investigation Clearance
2. Ability and means to travel on a flexible schedule as needed, proof of liability and property damage insurance on vehicle used is required
3. Possess a high school diploma.
4. Possess a high degree of proficiency in word processing, database management and office procedures. Proficient in Microsoft Office Suite. and Google Suite.  Familiarity with computer graphics is preferred.
5. Able to get along with staff, public, etc; be courteous, polite and considerate.
6.     Professional tact, diplomacy and presentation with administrators, staff, teachers, students, parents and the community.
7. Conscientious and assumes responsibility for own work performance.
8. Demonstrate appropriate dress and attire for a business office setting.
9. Posses certification or be willing to be trained in CPR and AED equipment operation.
10. Must be physically able to lift up to 40 pounds.
11. Have high moral character and possess a strong attendance record.
12. Demonstrate enthusiasm and a sincere desire to aid all students.

 

Job Objective: Performs secretarial duties that support effective office services.  NOTE: Skill sets and autonomy vary by position.  Classification, contract duration, wage rate, work schedule, benefits eligibility, etc., are determined by FLSA status and the collective bargaining agreement.

 

Essential Functions

1. Performs secretarial and ancillary duties that facilitate the timely attainment of district objectives.  Keeps informed about program and procedure changes.

• Collects and organizes information.  Confirms data to prevent entry errors.  Prepares documents using database, presentation, spreadsheets and word processing software.
• Maintains an effective records management system.  Files and retrieves information.
• Completes assigned tasks within required time-frames.
• Collaboratively develops effective solutions for work-related problems.
• Greets office visitors.  Assists with inquiries or directs questions to appropriate staff.  Serves as a main point of contact for the public by answering questions and guiding the public with accurate information.
• Answer the telephone.  Directs calls to the proper individual or takes messages.
• Prepares data collection forms, emails, letters, memos, notices, purchase orders, etc.
• Sorts and distributes mail.  Notifies recipients about the arrival of packages.
• Prepare photocopies.  Scan documents.  Prints, collates, covers and binds printed materials.
• Investigates vendor prices.  Assists with Invitation for Bid (IFB) and Request for Proposal (REP) procedures.  Maintains procurement files (e.g., letters, contracts, confirmations, guarantees, etc.).
• Reorders consumable supplies as needed to maintain reliable service levels.
• Receives office deliveries.  Verifies contents with packing lists/purchase orders.  Reconciles invoices for payment.  Maintains a transaction/account balance ledger.
• Coordinates preparations for meetings.  Attends meetings to transcribe minutes when requested.
• Helps with special projects and committee activities as assigned.
• Provides back-up support for other departments as directed.

Assists in coordinating substitute coverage for the day when subs are not available.

Enroll and schedule new students.

Enter EMIS codes

Withdrawal students leaving the building/ district.

Cover clinic in absence of school health aide.

 

2. Exemplifies professionalism and fosters goodwill to enhance the district’s public image.

• Complies with drug-free workplace rules, board policies and administrative guidelines/procedures.
• Develops mutually respectful relationships with co-workers.  Functions as part of a cohesive team.
• Maintains a professional appearance.  Wears work attire appropriate for the position.
• Maintains an acceptable attendance record and is punctual.
• Performs all aspects of the job.  Contributes to an effective working/learning environment.
• Respects privacy and maintains the confidentiality of privileged information.

 

3. Maintains open and effective communications.  Serves as a reliable information resource.

• Provides prompt notification of personal delays or absences.
• Refers district policy interpretation questions to an appropriate administrator.
• Seeks clarification when directives are unclear.
• Uses active listening/problem-solving techniques.  Respects diversity.  Resolves issues tactfully.

Daily positive communication with staff, parents, students, and the community.

 

4. Pursues opportunities to enhance personal performance.

• Keeps current with professional standards associated with work duties.
• Updates skills as needed to use task-appropriate technology effectively.

 

5. Take precautions to protect student and staff safety.  Helps supervisors manage risks.

• Maintains high standards for appropriate conduct.  Recognizes and responds to prevent aggressive behavior or harassment.  Complies with district procedures and federal/state laws when dealing with discrimination, suspected child abuse/neglect or when inappropriate behavior is encountered.

 

6. Performs other specific job-related duties as directed.

• Assists with unexpected and/or urgent situations as needed.
• Helps implement workplace initiatives that advance district goals.

 

Other Duties and Responsibilities:

 

1. Serve as a role model for students in how to conduct themselves as citizens and as responsible, intelligent human beings.

 

2. Help instill in students the belief in and practice of ethical principles and democratic values.

 

3. Conduct other job duties related to the secretary’s duties as assigned by the principal.

 

ADDITIONAL WORKING CONDITIONS:

 

1. Occasional exposure to blood, bodily fluids and tissue.

 

2. Occasional interaction among unruly children.

 

The employee shall remain free of any alcohol or nonprescribed controlled substance abuse in the workplace throughout his/her employment in the District.

 

The Perrysburg Exempted Village School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, gender, national origin, age or disability.   This job description summary does not imply that these are the only duties to be performed.   This job description is subject to change.