Job Description

Head Secretary - Elementary School

Purpose Statement
The job of Elementary School Head Secretary is done for the purpose/s of providing administrative and complex secretarial support to building main office and site Principal; establishing, implementing and maintaining office management; providing assistance to assigned school site administrators; monitoring assigned activities; assisting students, teachers, parents; enrolling students; and providing information, recommendations and direction as requested by assigned administrator. Functionality will vary at each school site.

This job reports to Elementary School Principal.

Essential Functions

• Administer first aid and prescription medications to students (under the direction of a health care professional) for providing emergency and necessary care in compliance with established guidelines.
• Assist with summer school planning and implementation (e.g. at some sites, etc.) for providing necessary administrative support for District program.
• Assist library, at some sites (e.g. budget tracking, tracking of student fine charges and payments in financial system, support for media specialist, library moving or reconstruction processes, all library PO's, set-up of student accounts, sorting and distribution of books to various school sites, etc.) for ensuring administrative support for library media services and site operational functions, as assigned.
• Collect payments for a variety of events and makes deposits (e.g. processing fines, fees, and fund raisers, bank deposits, etc.) for completing transactions and securing funds.
• Compile data from a variety of sources (e.g. work orders, budget reports, specialized reports, etc.) for implementing all assigned data processes and procedures.
• Coordinate a variety of projects, functions and/or program components (e.g. meetings, in-service events, substitute scheduling, software in put processes, vendor and inventory procedures, central office daily processes, etc.) for completing activities and or delivering services in a timely fashion.
• Enroll students (e.g. all necessary processes including impact aid requirements, transfer of records, etc.) for ensuring accurate and timely completion of student enrollment.
• Implement Leadership assigned duties (e.g. scheduling of Parent-Teacher Conferences, scheduling substitutes, both classified and certified, beginning of year documents for staff and teachers, organization of field trips, etc.) for ensuring efficient site operation.
• Maintain manual and electronic documents files and records (e.g. student attendance, emergency information, facility use, time sheets, work orders, expense reimbursements, school calendar, school communication media, etc.) for ensuring accuracy and providing historical reference in accordance with established administrative guidelines and legal requirements.
• Manage payroll processes, at some sites (e.g. time reports, vouchers, payroll reports, etc.) for providing up-to-date information, accuracy and historical reference in accordance with established administrative guidelines and legal requirements.
• Oversee building communication (e.g. principal's communications, newsletters, student notes, etc.) for providing necessary communication processes.
• Participate in activities outside of contract day (e.g. back to school night, kindergarten roundup, fundraisers, family activities held at school site, etc.) for ensuring adequate support for school site scheduled events
• Prepare school associated charges and deposits, and reports (e.g. building budgets, petty cash, school base activity accounts, etc.) for implementing necessary financial transactions and maintaining documentation.
• Respond to a variety of inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for providing information or direction and/or facilitating communication among parties.
• Submit work orders for ensuring necessary building processes for inventory and repair.
• Supervise office staff for providing leadership and direction for employees.

Other Functions

• Perform other related duties as assigned for ensuring the efficient and effective

functioning of the work unit.

Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include operating standard office equipment including utilizing pertinent software applications; planning and managing projects; preparing and maintaining accurate records; administering first aid and/or prescribed medications; analyzing data; applying assessment instruments; classifying data and/or information; collecting money; and customer service.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percent and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include business telephone etiquette; and concepts of grammar and punctuation; bookkeeping practices; codes/laws/rules/regulations/policies; health standards and hazards; safety practices and procedures; and stages of child development.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. 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 ability based competencies 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; accuracy and attention to detail; adapting to changing work priorities; analyzing issues and determining appropriate course of action; communicating with persons of diverse backgrounds; dealing with frequent interruptions; displaying mechanical aptitude; displaying tact and courtesy; multitasking; organizing tasks; working as part of a team; and working with detailed information/data.

Responsibility

Responsibilities include working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; tracking 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.

Work Environment
The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally, the job requires 60% sitting, 20% walking, and 20% standing. The job is performed under
conditions with some exposure to risk of injury and/or illness.

Experience: Job related experience with increasing levels of responsibility is desired.

Education: High school diploma or equivalent.

Equivalency: Administrative experience preferred.

Required Testing Certificates and Licenses

Continuing Educ. / Training Clearances
Criminal Background Clearance

FLSA Status Approval Date Salary Grade
Non-Exempt Will range from $19.01 to $20.01

Notice of Nondiscrimination
Geary County USD #475 does not discriminate on the basis of race, color, national origin, sex, disability, or age in its programs and/or activities and provides equal access to the Boy Scouts and other designated youth groups. For questions or complaints based on race, color, national origin, sex or age, please contact the USD 475 Executive Director of Personnel Services, 123 N. Eisenhower, Junction City, KS 66441. Telephone: 785.717.4000. For questions or complaints based on disability, please contact the USD 475 Executive Director of Special Education, 123 N. Eisenhower, Junction City, KS 66441. Telephone: 785.717.4000.