Administrative Secretary to the Assistant Superintendent

TrulyHired; Goshen Township (OH); On-site; USD 22,000 - 30,000; Full time

Job summary

TrulyHired is seeking an Administrative Secretary to support the central office and assist the Assistant Superintendent. The role focuses on receptionist duties, communications, and public relations for the school community.

Responsibilities include handling calls, processing applications, maintaining forms, coordinating interviews, and supporting EMIS tasks while ensuring confidentiality and professional service to staff, students, and the public.

Qualifications

• High school diploma or equivalent.
• Minimum of one year of EMIS experience.
• Training and/or experience which evidences a strong knowledge of word processing, secretarial duties, and communication skills (verbal and written).
• Such alternatives to the above qualifications as the Superintendent and/or Board of Education may find appropriate.

Responsibilities

• Answer all incoming calls, take messages or direct to voice mail or proper person.
• Assist with the application process: post jobs, forward applications, maintain files, schedule interviews.
• Order supplies for central office and distribute district forms to buildings.
• Maintain and update district forms and the district website pages (calendar, news, personnel, job opportunities).
• Assist the EMIS coordinator and the Assistant Superintendent with EMIS tasks, tests, and data handling.
• Perform routine receptionist duties and fingerprinting services as needed.

Skills

Teamwork

Clear communication

Active listening

Organizational skills

Multitasking

Education

High school diploma or equivalent

Tools

Word processing

Job description

Job Description

Position: Administrative Secretary

Reports to: Assistant Superintendent

Employment Status: Regular/Full-time (12 months)

FLSA Status: Exempt

Description: Central office receptionist and secretary to the Assistant Superintendent; plays a key role in school/community public relations

Essential Functions

• Answer all incoming calls, take messages/direct to voice mail or to proper person; have pleasant voice and be helpful in nature
• Create a telephone image of goodwill and desire to be of service to all callers; remain calm and positive in handling complaints from irate patrons or school personnel voicing dissatisfaction
• Sort incoming mail and facilitate distribution to school district buildings. Operate and maintain supplies for district mail machine
• Assist with application process: post jobs on school and college websites, forward applications to appropriate administrators, maintain files in Assistant Superintendent's office, schedule interviews
• Order supplies for central office
• Facilitate approval of fliers, both public and internal, and supply information needed for Superintendent's approval
• Work in conjunction with facilities Coordinator to distribute and maintain building use approval forms for school and community groups
• Print forms, brochures, and booklets as directed; maintain and update all district forms; distribute all district forms to buildings
• Update district electronic message board
• Maintain file of requisitions for Treasurer's office
• Assist the Assistant Superintendent with Ohio state tests; ordering, storage, inventory, distribution and shipping
• Update and maintain student discipline database of all expulsions and suspensions by building, gender, offense, and number of days
• Maintain student records pertaining to expulsions; process and mail all letters pertaining to expulsion; keep file of hard copies of expulsions, suspensions and APP assignments for all buildings in district
• Mail New Parent Letter and Survey to all parents and/or guardians of newly registered students; maintain file of returned surveys
• Process all work permits online
• Contact Clermont County Engineers Office with dates, times, needed adjustments and repairs for flashing school zone signs
• Maintain records for Open Enrollment and assist Assistant Superintendent with all correspondence and necessary contacts
• Maintain following pages on the school website: district online calendar, home page news, personnel, job opportunities, district office and Board of Education
• Update the District Policy Book
• Assist the EMIS coordinator
• Perform receptionist duties
• Perform fingerprinting services needed
• Prepare letters, reports, requisitions, and other documents; proof for accuracy
• Perform routine office duties
• Make contacts with the public with tact and diplomacy
• Maintain respect at all ties for confidential information
• Interact in a positive manner with staff, students, parents and the public
• Promote good public relations by personal appearance, attitude and conversation

Other Duties and Responsibilities

• Demonstrate regular and punctual attendance
• Demonstrate a positive work ethic
• Work cooperatively with others in small groups
• Perform other duties as assigned by the Assistant Superintendent and Superintendent

Qualifications

High school diploma or equivalent

Minimum of one year of EMIS experience

Training and/or experience which evidences a strong knowledge of word processing, secretarial duties, and communication skills (verbal and written)

Such alternatives to the above qualifications as the Superintendent and/or Board of Education may find appropriate

Required Knowledge, Skills, and Abilities

Ability to work effectively with others

Ability to communicate ideas and directives clearly and effectively both orally and in writing

Effective, active listening skills

Organizational and problem solving skills

Ability to handle a multitude of tasks simultaneously and in a timely manner

Equipment Operated

• Computer/Printer
• Calculator/adding machine
• Telephone
• Typewriter
• Fax machine
• Postage meter
• Poster printer
• Copy machine
• WebCheck fingerprinting system
• Scanner
• Digital camera
• Electric shredder
• Binding machine
• Laminator
• Electric hole punch
• Electric stapler
• Motor vehicle

Additional Working Conditions

• Frequent repetitive hand motion, e.g. computer keyboard, typing
• Frequent interruption of duties by student, visitors, staff and/or telephone
• Occasion to work overtime, evenings, and/or weekends
• Regular requirement to sit, stand, walk, read, hear, see, speak, reach, stretch with hands and arms, crouch, kneel, climb and stoop
• Occasional requirement to lift, carry, push and pull various supplies and/or equipment up to a maximum of 50 pounds
• Occasional requirement to travel
• Occasional operation of a vehicle in inclement weather conditions, i.e., being prepared to come to work on all school days except calamity days

This job description is subject to change and in no manner states or implies that these are the only duties and responsibilities to be performed by the incumbent. The incumbent will be required to follow the instructions and perform the duties required by the incumbent's supervisor, appointing authority.