WAHLUKE SCHOOL DISTRICT

JOB SUMMARY AND DESCRIPTION OF TASKS

Position Available to begin training immediately and with full contract to begin August 1, 2022

Position: BUILDING SECRETARY II, Saddle Mt. Elementary

Classification: Classified; FLSA Non-Exempt

Representation: Union Representation available by the Public School Employees Union (PSE)

Reports to: Building Principals

Terms of Employment: Classified Secretary II Salary Schedule, Non-Exempt position hourly position; Up to 203 work days plus 10 holidays; 8 hrs/day; Work year is generally the school year calendar plus three weeks before and two weeks after.

Basic Function: Provide and coordinate a variety of functions in a school office; assist the principals with building supervision and direction; provide friendly and helpful services to students, staff, parents and the public; accurately maintain a wide variety of records using independent judgment within generally defined methods, practices and procedures. Perform clerical and reception work, bookkeeping, prepare requisitions, filing, scheduling, records management, compile and submit a variety of state and federal required reports. Assist with building visitors including substitute teachers. Assist in meeting the individual student educational and social and emotional needs in the overall school environment.

Typical Work:

• Perform general and technical clerical work, bookkeeping, prepare requisitions, filing, scheduling, answering telephone, records management.
• Proficiently operate office equipment including computers, adding machines, copiers, FAX and intercom, cash receipting, and other machines.
• Provide receptionist duties by providing excellent customer service in answering the phones and assistance to the staff and public.
• Assist principal with building supervision and direction.
• Greet students, parents, staff and the public; answer a wide variety of telephone and in-person inquiries, promote positive public relations for the district.
• Attend to students in a kind and caring manner.
• Utilize substitute management system and sub coordinator to ensure daily sub needs are met; greet and orient substitutes to the building; provide keys, lesson plans and other assistance as needed.
• Organizes and perform office operations in an efficient and effective manner. Independently performs tasks involving personnel, budgeting, and facilities and makes related decisions within scope of authority
• Establishes and maintains record keeping systems following industry and District guidelines.
• Assist building personnel as needed.
• Access the State and other information system as necessary for entry and retrieval of information.
• Use a variety of hardware and software programs to satisfactorily perform tasks.
• Input and maintain a variety of detailed program records such as budgets, student counts, enrollment, attendance, grades, behavior, contact information and other administrate records for legal compliance including grant and programs, compile data and perform calculations; track deadlines and prepare a variety of reports and responses accurately.
• Assist in budget tasks. May prepare and process requisitions and purchase orders for the school and ASB following District procedures;order supplies, materials and equipment; process, stock and distribute materials, maintain accounting books, track expenditures and prepare budget reports;
• Serve as secretary to the principal; duplicate and distribute materials, screen calls, maintain appointment calendar, schedule meetings; scribe and prepare meeting notes, attend to mail, make non-instructional decisions as needed during the principal's absence.
• Compose, format, type, edits and proofread a wide variety of correspondence, memoranda, newsletters, bulletins, forms, reports, records and other materials may include maintaining building website; at times based on limited instructions or review. Documents may be confidential in nature.
• Provide basic first aid medical care and administer medication as authorized to ill or injured students. Assess need for emergency assistance or parental contact.
• May supervise students in the office related to medical care and administer medical related protocols, monitor behavior, refer problems to administrators, counselors, teachers or specialists as appropriate.
• Treat all matter of school business and personnel as confidential.
• Communicates and works effectively, cooperatively, positively and politely with students, staff and community to maintain a safe school and caring learning environment.
• Establish and maintain filing of detailed records including the updating, transferring and purging of files as per State records retention and other required procedures.
• Complete reports in a timely manner.
• Maintain staff attendance and prepare building level payroll records.
• May require knowledge of or ability to learn ASB financial procedures including receiving and receipting money and preparing deposits.
• Assist with the coordination of PTO and related documents.
• Requires monitoring and actions to comply with student attendance mandates.
• Assists students by coordinating or performing new student registrations within the building, issuing/tracking student absences and admittance slips, communicating with transportation department.
• Assist other personnel as may be required to ensure an efficient and effective work environment.
• Coordinate and provide guidance to student assistants and volunteers.
• Understand district policy that affects the job and the building.
• Distribute mail.
• Maintains and updates inventories of supplies, books, furniture and equipment.
• Model appropriate and cooperative behavior, including protecting confidential information.
• Interprets and provide translations as needed.
• Other duties as assigned.

Qualifications:

• High School diploma or G.E.D.
• Record of strong customer service and organization skills.
• Demonstrated competency as measured through a skills test.
• Education, training, skills and experience necessary to carry out the assignment; successful secretary or office management experience preferred
• Bilingual/Biliterate in English and Spanish required.
• Excellent written and oral communication skills required. Skill in correct grammar, spelling and English usage; ability to compose and format correspondence.
• Understanding/knowledge of accounting or bookkeeping procedures in order to assist with building budgets.
• Experience with children or students in an educational setting and / or evidence of an interest in supporting learning experiences preferred.
• Ability to organize and set priorities for work for self.
• Proficiently operate office equipment including computers, adding machines, copiers, FAX and intercom. High level keyboarding and data entry skills.
• Ability to understand and execute verbal and written instructions, policies, and procedures.
• Knowledge of general secretarial procedures.
• Ability to work with a high degree of accuracy and attention to detail to meet deadlines.
• Proficient in the application of general computer software including Google suite and Google Drive and experience or ability to learn school-based data programs.
• Communicate and work effectively and positively and politely with students, staff and community.
• Desire to be a role model and to interact positively with students.
• Ability to lift up to 20 lbs occasionally.
• Valid First aid/CPR card or ability to obtain first aid card.
• Expected to attend work as scheduled.
• Established record of dependability, flexibility, and regular attendance.
• Ability to attend trainings as required which may include out of district or overnight travel.
• Model appropriate professional behavior.
• Ability to solve practical problems, apply appropriate judgment and deal with a variety of situations where only limited standardization exists.
• Ability to work effectively under pressure.
• Ability to work as a team member, in a flexible, cooperative and helpful manner with a focus on resolving problems and meeting needs.
• Ability to maintain confidentiality including of student and district records required.
• Provide proof of COVID-19 vaccination status or have an approved religious or medical exemption on file