Job Description

Posting number: 27240

Department: Center School

Job classification: Admin Secretary HS-260

Posting type: Open

Categories: Office and Administrative Support

The job of Administrative Secretary - High School is done for the purpose/s of providing secretarial and administrative support to the assigned assistant principal or administrator; communicating information to students, parents, staff, and/or other Districts; ensuring compliance with financial, legal and administrative requirements; and supporting the broad array of services provided to students, parents, instructional and support employees.

Examples of duties

• Administers and maintains SAP and SubFinder timekeeping systems for the building, i.e., reporting extra time, staff absences, overtime, substitutes, time reporting, etc.
• Coordinates classroom and program supervision in the absence of a certificated or classified substitute for absent employees.
• Oversees student workers for the purpose of developing their office skills and ensuring their understanding of established policies and procedures.
• Compiles data from a variety of sources (e.g. calendars, meetings, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
• Composes a variety of documents (e.g. correspondence, agendas, minutes, bulletins, reports, newsletter, project status, surveys, letters, etc.) for the purpose of communicating information to school and District personnel, the public, State officials, etc.
• Coordinates a variety of programs and/or activities, as assigned (e.g. calendars, student announcements, suspensions/discipline, luncheons, emergency care cards, field trips, meetings, interviews, travel arrangements, tutors, commencement, student transportation, volunteers, etc.) for the purpose of ensuring proper notification to parents, staff administrators, meeting staff needs and efficient utilization of personnel, equipment and facilities.
• Monitors assigned activities and/or program components (e.g. busses, athletic referrals, early dismissals, lockers, fire drills, attendance, etc.) for the purpose of ensuring compliance with financial, legal and/or administrative requirements.
• Supervises students during school hours, i.e., detention, hall, transportation, discipline, etc., for the purpose of ensuring a safe school environment.
• Performs record keeping and general and program specific clerical functions (e.g. scheduling, copying, faxing, mailings, etc.) for the purpose of supporting site activities and/or administrative requirements.
• Processes documents, materials and cash receipts (e.g. requisitions, schedules, purchase orders, incoming deliveries, etc.) for the purpose of disseminating information and/or materials to appropriate parties.
• Maintains inventories, ordering when necessary, unpacking and reconciling invoices (e.g. supplies, materials, etc.) for the purpose of ensuring items' availability.
• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among department and/or providing direction as may be required.
• Attends meetings as assigned for the purposed of representing building administration, participating in building governance activities, taking minutes, conveying and/or receiving information.
• Supports assistant principal and/or other school administrative personnel for the purpose of providing assistance with their administrative functions.
• Serves as a member of the building's emergency team in the event of an emergency/disaster.

OTHER FUNCTIONS:

• Performs related duties consistent with the scope of the position.

REPORTING RELATIONSHIPS:

Reports to Principal, assigned high school.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and solve practical problems. Specific knowledge required to satisfactorily perform the functions of the job includes: business telephone etiquette; and concepts of grammar and punctuation.

SKILLS are required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to independently work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using a variety of processes. Ability is also required to work with a significant diversity of individuals and/or groups; work with data of varied types and/or purposes; and utilize job-related equipment. In working with others, problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; and establishing and maintaining effective working relationships.

RESPONSIBILITY:

Responsibilities include: working under limited supervision using standardized practices and/or methods; directing other persons within a small work unit; and monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the Organization's services.

WORKING ENVIRONMENT:

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; and significant fine finger dexterity. Generally the job requires 70% sitting, 10% walking, and 20% standing. The job is performed under a generally hazard free environment.

CONDITIONS:

Qualifications

EDUCATION:

High school diploma or GED equivalent and one (1) year of college or business school.

YEARS of RELEVANT EXPERIENCE:

Three (3) years of work experience which must include tow (2) years of increasingly responsible clerical/secretarial experience working with the public in a service capacity. Working experience in a school setting can be substituted for two (2) years of clerical experience.

SUBSTITUTION:

Work experience in a school district office can be substituted for the listed education requirement.

REQUIRED TESTING:

None.

CERTIFICATES & LICENSES:

Valid State of Washington Driver's License or equivalent mobility.

CONTINUING EDUCATION/TRAINING:

Power School; SAP

CLEARANCES:

Criminal Justice Fingerprint and Background check