Center School High - Administrative Secretary (260/8) - 1.0 FTE

Posting number: 27240

Department: Center School

Job classification: Admin Secretary HS-260

Posting type: Open

Categories: Office and Administrative Support

Summary

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