Part-Time High School Secretary

Porter Township School Corp; Valparaiso (IN); On-site; USD 21,000 - 30,000; Part time

Job summary

Porter Township School Corporation seeks a part-time High School Secretary to support the principal and school operations. Duties include secretarial tasks, records management, attendance, communications, and event coordination.

Ideal candidates have a high school diploma or GED, plus post-secondary business training or equivalent experience. Some positions may require first aid/CPR training; strong customer service is essential.

Qualifications

• Must have a high school diploma or GED.
• Post-secondary business school training or equivalent secretarial work experience desirable.
• Meets health requirements and has a clean criminal record for public school employment.
• Proficient in office protocols, data entry, spelling, proofreading and grammar.
• Bookkeeping skills and accurate math data computation.
• Maintains confidentiality and professional customer service.
• First aid and/or CPR training may be required.

Responsibilities

• Provides secretarial services and organizes office activities.
• Maintains electronic databases and filing systems for records retention.
• Promotes professional image and effective communication within the school.
• Answers phones, greets visitors, and manages messages efficiently.
• Schedules appointments and maintains office calendar.
• Prepares bulletin boards, staff communications, and program forms.
• Assists with attendance records, tardiness and truancy reporting.
• Administers medications and basic first aid when nurse is unavailable.
• Transcribes, types, and processes routine documents and mailings.
• Coordinates school activities and special events as directed.

Skills

Multitasking

Diplomacy

Telephone etiquette

Technology proficiency

Office protocol

Data entry

Spelling/grammar

Customer-service

Attention to detail

First aid/CPR training

Education

High school diploma or GED

Post-secondary business school or secretarial experience desirable

Job description

PORTER TOWNSHIP SCHOOL CORPORATION

JOB DESCRIPTION

Title: PART-TIME HIGH SCHOOL SECRETARY

Reports to: Principal

Job Objective: Performs secretarial duties that support the effective management of school operations.

Minimum

• High school diploma or GED.

Qualifications

• Post-secondary business school training or equivalent secretarial work experience is desirable.
• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug-free workplace rules and board policies.
• Multitasking ability and strong diplomacy skills. Congenial telephone etiquette.
• Keeps current with technology and other workplace innovations that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.
• Bookkeeping skills and the ability to consistently compute mathematical data accurately.
• Gives careful attention to details and effective customer-service.
• Assignment may require successful completion of basic first aid and/or CPR training.

Essential Functions

• Provides secretarial services. Organizes office activities. Takes the initiative to perform routine tasks independently. Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records. Maintains an orderly work area.
• Upholds board policies and follows administrative procedures. Promotes a professional image of the school corporation. Encourages community partnerships that enhance school programs.
• Promotes effective communications and assistance. Uses problem-solving techniques to tactfully address questions/concerns. Refers policy interpretation inquiries to administrative staff.
• Keeps informed about program and procedure changes. Greets and assists office visitors. Answers and directs phone calls. Takes messages. Manages calls efficiently to keep lines open.
• Schedules appointments as directed. Maintains an office calendar. Prepares bulletin/message boards and displays as directed. Keeps administrators/staff informed about scheduled events.
• Helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.). Verifies the accuracy of database information as directed.
• Updates staff/student handbooks, fact sheets, and program forms.
• Helps coordinate school activities (e.g., open houses, parent/teacher conferences, student/staff orientation, recognition programs, staff in-service training, graduation, honors banquets, etc.).
• Authenticates student requests to be dismissed during school hours. Processes late arrivals. Collects attendance forms.
• Prepares attendance records. Keeps the principal and guidance staff informed about chronic absenteeism, tardiness, and truancy concerns. Verifies attendance information for report cards.
• Contacts parents or guardians when the school has not been notified about an absent student.
• Notifies teachers about homework requests for absent students.
• Administers medications and renders basic first aid when a school nurse is not available.
• Monitors students sent to the office for illness or discipline reasons.
• Monitors bus communications. Conveys information as needed.
• Processes student forms (e.g., work permits, driving permits, etc.).
• Prepares information for the High School Athletic Association.
• Composes and types routine correspondence, memos, notes, forms, etc.
• Transcribes, types, duplicates, assembles, and processes routine documents and special mailings.
• Collects, compiles, edits, and types statistical data and reports as directed.
• Helps gather information and types grant/foundation proposals as directed.
• Assists with committee assignments and/or special projects as directed.
• Uses photocopy/duplicating equipment. Fixes minor malfunctions. Contacts vendors as needed.
• Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
• Maintains forms related to administrative procedures and program functions.
• Monitors and reorders office supplies to maintain reliable service levels.
• Discards archived records following the board‑adopted records retention/disposal schedule.
• Respects personal privacy. Maintains the confidentiality of privileged information.
• Keeps current with advances in office technology. Updates office procedures.
• Cross‑trains with other staff and assists as needed to deal with unexpected/urgent situations.
• Participates in staff meetings and professional growth opportunities as directed.
• Takes precautions to ensure safety. Watches for conduct and situations that may indicate a problem. Works with supervisors to manage or eliminate risk factors.
• Reports suspected child abuse and/or neglect to civil authorities as required by law.
• Strives to develop rapport and serves as a positive role model for others.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Performs other specific job‑related duties as directed.

Abilities

The following personal characteristics and skills are important for the successful performance.

Required

of assigned duties.

• Demonstrates professionalism and contributes to a positive work environment.
• Acknowledges personal responsibility for decisions and conduct.
• Performs prescribed activities efficiently with limited supervision.
• Reacts productively to interruptions and changing conditions.
• Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
• Prepares accurate and timely paperwork. Verifies and correctly enters data.
• Maintains an acceptable attendance record and is punctual.

Working Conditions

• Duties may require lifting, carrying, and moving work‑related supplies/equipment.
• Duties may require operating and/or riding in a vehicle.
• Duties may require traveling to meetings and work assignments.
• Duties may require performing repetitive tasks quickly.
• Duties may require prolonged use of a computer keyboard and monitor.
• Duties may require bending, crouching, kneeling, reaching, and standing.
• Duties may require working under time constraints to meet deadlines.
• Potential for exposure to adverse weather conditions and temperature extremes.
• Potential for exposure to blood‑borne pathogens and communicable diseases.
• Potential for interaction with aggressive, disruptive, and/or unruly individuals.

Performance Evaluation: Job performance is evaluated according to policy provisions and contractual agreements adopted by the Porter Township School Corporation.

Porter Township School Corporation is an equal opportunity employer that believes and practices that all persons are entitled to equal employment opportunities both in the hiring process and in all phases of employment. In adhering to all State and Federal statutes, the Porter Township School Corporation does not discriminate on the basis of race, color, national origin, sex (including gender status, sexual orientation and gender identity), disability, age, religion, military status, ancestry, genetic information, or any other legally protected category (collectively, "Protected Classes") in its programs and activities, including employment opportunities, providing the person is qualified and meets the established requirements of the position.