Secretary Generalist - High School

This position is working 8 hours per day as Secretary Generalist at Todd Beamer High School for 10.5 months per year. Qualified applicants will be reviewed by our hiring managers and if selected to move forward for additional screening you will be contacted by our hiring manager. Please note that as part of the hiring process you may be asked to complete clerical testing including typing, data entry, Microsoft Word, and Excel skills.

POSITION SUMMARY:  The Secretary Generalist - High School is a position that requires a wide range of skills and abilities. This position plays an important role in ensuring that many office, library, and counseling office secretarial tasks are handled in a timely and professional manner.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. This list is meant to be representative, not exhaustive. Some incumbents may not perform all the duties listed while in other cases related duties may also be assigned. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Greet students, staff, parents, community members, and other visitors upon their entrance to the building.
• Answer incoming telephone calls, provide accurate information, direct calls to others, and take messages.
• Provide secretarial support to administrators, school counselors, athletic directors, school librarian or other school staff.
• Process paperwork associated with student's college applications.
• Maintain student records using the District's Student Information System, including attendance, immunization, discipline, Becca, emergency information and student assessment scores. This may include providing reports to staff for attendance data, report card data, etc.
• Enroll and withdraw students and maintain class lists.
• Assist in maintaining departmental budgets and preparing reports associated with same.
• Assist the office with secretarial tasks such as word processing, filing, and making phone calls to verify absences.

 
OTHER RESPONSIBLITIES:

• May process parking passes and student locker assignments.
• May Process timesheets and absence reports for employees and substitutes.
• May assist with processing McKinney Vento paperwork to support students and families.
• Maintain building use and/or master school calendars, and/or master school calendar.
• Assist with health room coverage when nurse is not available to including caring for ill children, complete accident reports, administering medications, and provide first aid.
• Support Administrators using district software in posting and hiring staff.  This includes preparation, tracking, and adjustments of human resources and/or payroll records.
• Ensure that office machines are in working condition.
• Prepare appropriate communications such as reader board updates, automated call outs, newsletters, e-mails, calls to newspapers, flyers, surveys, digital flyer software, etc. to students, staff and community.
• Maintain volunteer records, ensuring that background checks have been performed, etc. and assisting with coordination of field trips.
• Track athletic eligibility and collect fees for school athletics.
• Assist with occasional events such as distribution of annuals, end of semester fines, new employee orientation, etc.
• May periodically supervise students for a variety of reasons.
• Multilingual staff member may be asked to translate within their scope of work.

REQUIRED QUALIFICATIONS:
Education and Experience
High school diploma or equivalent
Two (2) years of secretarial experience
 
ADDITIONAL REQUIREMENTS:
Microsoft WORD, EXCEL, and POWERPOINT
Database Management
Positive evaluations
 
PREFERRED QUALIFICATIONS:
Basic knowledge of the District's integrated financial accounting systems
Microsoft Publisher or other newsletter software
 
CONDITION OF EMPLOYMENT:
Criminal background clearance
Work scheduled hours on a consistent basis.
 
KNOWLEDGE OF:
School board policies and procedures
Database Management
Microsoft office WORD, EXCEL, POWERPOINT
 
ABILITY TO:
Organize and perform job responsibilities efficiently and independently without close supervision and able to pay strict attention to detail
Perform safety responsibilities while under pressure.
Demonstrate basic knowledge of modern technology and willingness and ability to increase knowledge to proficiency
Speak, read and follow written or verbal communications: able to proofread
Exhibit proper telephone etiquette
Practice effective