Building Secretary

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Title: Building Secretary - Elementary School 12-Month Secretary

Hours: 8:00 a.m. - 4:30 p.m.

JOB ANALYSIS

Under the direction of the School Principal(s), this position will perform job responsibilities in a professional manner by using secretarial skills in the most effective way to direct all district business and initiatives toward the maintenance of a safe nurturing environment which promotes positive welfare for children.

ESSENTIAL FUNCTIONS

Performs general office duties, including but not limited to telephone/email, intercom message systems, mailing duties, receptionist duties, preparation/editing of correspondence/reports, scheduling, general filing, photocopying, maintaining records and monthly reports

Uses computer/technology skills, including but not limited to using the internet, accessing databases, spreadsheet design, desktop publishing and creation of various forms

Participates in District activities as per supervisor request

Renews skills to meet those required by increased use of technology and/or the initiating of new policies, procedures and practices

Maintains confidentiality with all District information, including District and school population information

Assists building population (students, parents, staff and administrators) with building requests and assigned tasks

Assists building principal(s) with preparing materials for substitutes, staff/substitute paperwork

Issues/maintains student parking passes

Assists building principal(s) with graduation, attending Open House/Welcome Back Night, issuing working papers during the summer and monitoring visitors

Provide clerical assistance for coordinating and finalizing the schedule of staff members working graduation

Update and input student demographics in eSchool

Any other duties as assigned

PERSONAL QUALIFICATIONS

• Ability to establish and maintain productive working relationships with administration, staff, substitutes and the general community
• Ability to manage work responsibilities and challenges in a fair, firm and equitable manner
• Ability to recognize areas of concern and propose or recommend appropriate solutions to problems
• Ability to communicate effectively
• Ability to exercise initiative and make decisions (with input from administration) to ensure proper placement of substitutes
• Ability to work collaboratively with staff, communicate and problem-solve
• Ability to be a good listener who has the ability to effectively respond to all substitute placements, insurance inquiries and other job-related issues

PROFESSIONAL QUALIFICATIONS

• Requires a minimum of a High School Diploma
• Experience and education in secretarial services, a minimum of (1) year secretarial experience preferred
• Requires experience and skills with appropriate technologies, including but not limited to Google Workspace, internet as a reference/research tool, desktop publishing, creation of various forms/ surveys, telephone/voicemail system, etc.
• Strong interpersonal, organizational and communication skills
• Maturity and ability to deal harmoniously with all types of people
• Use of discretion regarding the handling of confidential information
• Demonstrate ability to work under deadlines and to prioritize tasks
• Demonstrate ability to effectively generate correspondence and coordinate communication between administration, staff, substitutes and other stakeholders
• Past indications of willingness to upgrade skills
• Demonstrate knowledge and application of effective secretarial principles, practices and trends
• Demonstrate knowledge and application of communication techniques and technologies for job-related responsibilities
• Must be able to perform these responsibilities listed at a high level

REPORTS TO

Principal(s) regarding daily duties and responsibilities Administration for personnel related matters

POSITION REQUIREMENTS

Work Performance:

• Acknowledges individuals' requests and handles them in a friendly and courteous manner
• Promotes a positive team environment through active cooperation with others
• Maintains awareness of the School District's policies and procedures and follow the chain of command
• Shows initiative and works with minimal supervision
• When appropriate, incorporates progressive ideas/concepts into daily responsibilities
• Keeps District business confidential
• Responds appropriately for job environment
• Ability to organize office setting to efficiently accomplish tasks
• Ability to multitask

Temperament:

• Ability to work as a leader, coordinator and a member of a team
• Must be courteous and able to effectively manage job responsibilities
• Must be cooperative, congenial, service oriented and promote these qualities
• Ability to work in an environment with frequent interruptions
• Ability to be respectful and empathetic

Personal Skills:

• Plans and prioritizes assignments effectively
• Able to handle several ongoing tasks and projects at once
• Able to adjust to changes in the work environment
• Reports to work on time, gives a full day's work and makes effective use of time while on the job
• Maintains a good attitude toward administration, fellow employees and the public
• Maintains productive working relationship with immediate supervisor

Technical Skills:

• Demonstrates the ability to acquire the skill required to operate new and existing software and hardware
• Has working knowledge of office equipment
• Proofreads work for grammar and spelling accuracy
• Ability to compose clear, concise sentences and paragraphs
• Ability to use computer technology efficiently

Physical Demands:

• Occasional traversing throughout school building
• Often sitting for extended periods of time
• Standing for periods of time
• Moderate lifting from 15-30 pounds
• Some moving of various items, up to 30 pounds
• Manual dexterity to use office equipment
• Repetitive operation of computer keyboard

Work Environment:

• General office setting year round

TERMS OF EMPLOYMENT

Twelve-month work year. Salary/hourly rate and benefits per the Secretarial Agreement.

This is subject to change as determined by the Assistant Superintendent.

Job Type: Full-time

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift

Ability to Commute:

• Mount Pleasant, PA 15666 (Required)

Ability to Relocate:

• Mount Pleasant, PA 15666: Relocate before starting work (Required)

Work Location: In person