Long Term Substitute - Records Secretary

ELM HILL SCHOOL; Springfield (VT); On-site; USD 24,000 - 34,000; Full time

Job summary

ELM HILL SCHOOL in Springfield, Vermont seeks a Long Term Substitute Records Secretary to provide clerical and secretarial support for the district. The role involves maintaining student records, handling correspondence, payroll-related duties, and managing enrollment, testing, and website updates, with emphasis on confidentiality and accuracy.

Starting immediately, this substitute position offers hands-on work in a bustling school office, opportunities to coordinate budgets and events, and

Qualifications

• Education and Experience: High school diploma plus two years of relevant secretarial experience.
• Proficient in using computers and related software; familiarity with Google Suite preferred.
• Ability to read, write and present information to diverse audiences.

Responsibilities

• Maintain students’ paper and electronic records to meet requirements.
• Type, edit and distribute teacher and staff documents and reports.
• Manage payroll sheets and forwards to Payroll after approval.
• Assist with enrollment, class lists and data reports for state requirements.
• Update and maintain the school website with events and documents.

Skills

Clerical skills

Record keeping

Communication

Education

High school diploma

Tools

Google Suite

PowerSchool

JumpRope

Job description

Long Term Substitute - Records Secretary

Springfield School District ELM HILL SCHOOL - Springfield, Vermont Open in Google Maps

This job is also posted in Springfield School District - VT

Job Details

Job ID: 5975670
Application Deadline: Posted until filled
Posted: Oct 28, 2026 4:00 AM (UTC)

Starting Date: Immediately

Job Description

Job Summary: To provide general clerical and secretarial services.

Essential Duties and Responsibilities: Other duties may be assigned.

• 1.Maintains students’ paper and electronic records and files for the purpose of meeting state, federal and/or District requirements; Update database accordingly.
• 2.Type, edit, review and distribute a variety of correspondence including teacher and support staff evaluations, letters, meeting minutes, reports, records, handbooks, summaries, and other materials.
• 3.Communicates with a variety of persons (e.g. students, parents, staff, other schools, etc.) for the purpose of providing information on a variety of matters.
• 4.Assist principal with the preparation of documents to include the school budget; manage specific budget accounts, including purchase orders, budget transfers, budget balances, classroom and student accounts.
• 5.Evaluate situation’s e.g. involving other staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• 6.Maintain and distribute school materials, supplies, building maintenance keys and key cards.
• 7.Collect and review for completeness bi-weekly payroll sheets; forwards to Payroll after approval.
• 8.Track and record substitutes for teachers.
• 9.Assist Principal with the end of year teacher checkout.
• 10.Update and maintain school website with current events and applicable documents.
• 11.Maintain and report upon data to include: class lists, student enrollment and student data.
• 12.Prepare and distribute reports as required by District policy and state requirements.
• 13.Secure bus and absentee information for students. Contact parents and or Principal when necessary.
• 14.Manage and lead the registration and enrollment process of new students, including: provide tours to potential new students and parents, serve as liaison with parents, students, staff, faculty and all applicable internal and external constituencies.
• 15.Schedule and communicate building and room usage for internal and external activities. Schedule all out of building classroom activities.
• 16.Perform routine office functions including answering phones, schedule office equipment maintenance, take messages, greet visitors, copy, file, fax, distribute mail, stuff envelopes, etc.
• 17.Understand and maintains confidentiality in relation to staff and students at all times.
• 18.Assist with a variety of building and District events and functions on an as needed basis.

Qualification Requirements: To perform this job successfully, an individual must be able to perform each job function in an efficient and compliant manner. The requirements listed below represent the knowledge, skills and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the job functions.

• 1.Education and Experience: High school diploma or other appropriate discipline plus two years of relevant secretarial experience, or a combination of education and experience from which comparable knowledge and skills are acquired.
• 1.1.Knowledge of school operations is preferred.
• 1.2.Proficient in using computers and related software
• 2.Language Skills: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, parents, students, and community members.
• 3.Certifications, Licenses, Registrations: None required.
• 4.Mathematical Skills: Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.
• 5.Communication & Interpersonal Skills: Ability to communicate courteously, efficiently and effectively with a variety of individuals, including students, faculty, administrators, parents, and representatives of outside organizations. Ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies.
• 6.Other Skills and Abilities/Competencies:
• 6.1.Attitude/Personality/Style: Friendly, helpful and positive disposition; patient and understanding; takes pride in work; responsive to other’s needs; enthusiastic; good sense of humor; able to see the good in every situation; honest and direct.
• 6.2.Dependability: Follows instructions and responds to management direction; responds to requests for assistance; takes responsibility for own actions; keeps commitments; completes tasks on time or notifies the appropriate person with an alternate plan; commits to long hours of work when necessary to reach goals; is consistently at work and on time; ensures work responsibilities are covered when absent; arrives at meetings and appointments on time; ability to report to work, even when school is closed; schedules appointments so as to minimize the impact on work; follows established leave requesting and reporting protocols.
• 6.3.Interpersonal Skills. Interacts with others in a friendly, tactful and positive manner; keeps emotions under control; remains open to others' ideas and tries new things; effectively works with others including those with opinions or beliefs different from their own; works through differences in a respectful manner without drama; sensitive to the feelings of others; treats others with dignity and respect; builds constructive and supportive relationships; helps to create an inclusive work environment; focuses on solving conflict, not blaming; listens to others without interrupting.
• 6.4.Job Knowledge: Demonstrates working knowledge and understanding in the areas of responsibility; acquires needed skills and knowledge without reluctance; assesses own strengths and weaknesses; Proposes training and development opportunities; strives to continuously build knowledge and skills. Shares expertise and learnings with others.
• 6.5.Organizational/Planning Skills. Able to use time efficiently; strong organizational skills that reflect the ability to prioritize multiple tasks seamlessly with excellent accuracy and attention to detail; sets goals and objectives; able to multitask.
• 6.6.Team Player. Contributes to building a positive team spirit; proven ability to work cooperatively and effectively as part of a team; ability to work cooperatively and effectively with peers, subordinates, supervisors, parents, and outside agencies; balances team and individual responsibilities; exhibits objectivity and openness to others' views.
• 6.7.Professionalism: Presents a professional image; remains calm and focused in stressful situations; treats everyone with courtesy and respect; maintains a professional appearance for the position in both dress and manner; approaches others in a tactful manner; reacts well under pressure; accepts responsibility for own actions; follows through on commitments; works with integrity.
• 6.8.Proficient technology skills: Proficient in use of email, electronic calendar, spreadsheets, word processing and database programs; knowledge of and/or experience maintaining websites; experience with Google Suite, PowerSchool, and JumpRope preferred.
• 6.9.Quality of Work: Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; performs duties consistent with District standards; demonstrates excellent attention to detail; applies feedback to improve performance; monitors own work to ensure quality.

Position Type: Substitute - Long Term
Salary: $21.02 to $21.02 Per Hour

Job Categories

Support Staff > Clerical

Job Requirements

• Citizenship, residency or work visa required

Contact Information

• Rachel Hunter , Principal
• ELM HILL SCHOOL
• Email: [e-mail]

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