Building Secretary

TrulyHired; Columbus (OH); On-site; USD 33,000 - 37,000; Full time

Job summary

Upper Arlington City School District is seeking a Building Secretary to support daily school operations. You will greet students and visitors, answer calls, record attendance, and maintain records and calendars. The role requires discretion, strong organizational skills, and proficiency with EMIS, MS Office, and standard office equipment.

It is a full-time on-site position in Columbus, OH. Candidates should have a high school diploma or GED and 1–2 years of related experience.

Qualifications

• High school diploma or GED required.
• 1–2 years related experience preferred.
• Ability to perform duties with discretion and maintain records.

Responsibilities

• Assist in recording attendance and prepare daily reports.
• Greet and direct students and visitors; answer phones and emails.
• Coordinate calendar, appointments and meetings; maintain records.
• Operate office equipment and manage essential supplies.
• Maintain EMIS and student management system data as appropriate.
• Prepare routine reports and memoranda; support building operations.

Skills

Communication skills

Organizational skills

Multitasking

Computer skills

Office equipment operation

Education

High school diploma or GED

Tools

MS Office

EMIS

Student information systems

Job description

Position:

Building Secretary

Time Schedule:

12 months; 7.5 hours p/day

Salary:

$23.91 to $26.54 /hr

Reports to:

Principal

Employment Status:

Full-time

FLSA Status:

Non-exempt

Probationary Period:

120 days

Description:

Performs a variety of clerical and secretarial duties for the efficient and effective operation of office functions. Coordinate office and other activities for the betterment of students, instructional staff, support staff, as well as parents and members of the community. Greeting, helping, directing students and visitors, answering phones, taking attendance, and keeping records, monitoring for excessive absences and truancies.

NOTE: The lists below are not ranked in order of importance

Qualifications:

• High school diploma or general education degree (GED)
• One to two years of related experience
• Such alternatives to the above qualifications as the Supervisor and/or Board of Education may find appropriate

Required Knowledge, Skills, and Abilities:

• Ability to work effectively and positively with others, communicate ideas and directives clearly and effectively, both orally and in writing
• Effective active listening skills
• Organizational, time management, and problem-solving skills
• Ability to generate correspondence and work independently
• Ability to operate office equipment, e.g., copier, fax
• Computer skills
• Multitasking skills
• Ability to utilize appropriate computer software and programs
• Knowledge of modern office practices, procedures, and equipment
• Ability to prioritize and complete job assignments
• Ability to communicate with all types of people
• Understand and perform duties within the scope of authority
• Proper telephone techniques and etiquette
• Such alternatives to the above required knowledge skills and abilities as the Supervisor and/or Board of Education may find appropriate

Essential Functions:

• Assist in recording student attendance and daily attendance reports as appropriate
• Assist in the coordination and implementation of security measures to ensure the safety of students, staff, and school community members
• Contact parents/emergency contacts when needed and appropriate
• Contact parents of students who have not reported to school by the designated time, as appropriate
• Receive, screen, route, or reply to all phone, mail, and email communications as appropriate
• Schedule appointments and maintain calendars for meetings, conferences, and building/ program use
• Coordinate a variety of office functions and communications; prepare and accurately maintain a variety of reports, records, and files related to students, staff, operations, and activities.
• Maintain records for visitors to the building and student check-ins and check-outs as appropriate
• Prepare both statistical and routine reports, memoranda, bulletins, etc. as appropriate
• Coordinate maintenance, repair, and supplies for copy machine, fax machine, and other office equipment as appropriate
• Use EMIS for registration, etc., as appropriate
• Assist with building the purchase order process, including requisitions, supply, and inventory as appropriate
• Maintain student EMIS information, e.g., change of address, phone number, guardian, medical history, etc. in the student management system and learning management system as appropriate
• Make contacts with the public with tact and diplomacy
• Maintain respect at all times for confidential information
• Interact in a positive manner with staff, students and parents
• Attend meetings and in-services as required
• Promote good public relations and customer service
• Such alternatives to the above essential functions as the Supervisor and/or Board of Education may find appropriate

Other Duties and Responsibilities:

• Respond to routine questions and requests in an appropriate manner
• Prepare supply, material, and equipment requisitions
• Coordinates building testing programs as requested by the building supervisor.
• Assist with student scheduling
• Issue appropriate passes to students
• AESOP assistance as requested by the supervisor
• Student handbook assistance as appropriate
• Prepare academic progress reports
• Order and distribute departmental and individual classroom supplies, teacher and student handbooks
• Perform other duties as assigned by the building administrator or the Superintendent

Equipment Operated:

• Copy machine
• Calculator
• Computer/printer
• Fax machine
• Telephone/cellular phone
• Postage machine
• Other office equipment as needed

Additional Working Conditions:

• Exposure to blood, bodily fluids, and tissue
• Exposure to loud noises
• Interactions with unruly children
• Repetitive hand motion, e.g., computer keyboard, typing
• Interruption of duties by students, visitors, staff, and/or telephoning
• Frequently move and position oneself as necessary to access and operate equipment
• Frequently move around the workspace and travel throughout the school building

Employee shall remain free of any alcohol or non-prescribed controlled substance use in the workplace throughout his/her employment with the District.

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 assigned by the incumbent's supervisor and/or appointing authority.

The Upper Arlington City School District Board of Education does not discriminate on the basis of race, color, national origin, sex, including sexual orientation and transgender identity, disability, age, religion, military status, ancestry, genetic information, or any other legally protected category, in its programs and activities, including employment opportunities.