School Secretary

Sylvania; Horse Cave (KY); On-site; USD 32,000 - 44,000; Full time

Job summary

Sylvania seeks an experienced administrative aide to support school leadership across elementary to high school settings. The role involves handling diverse clerical tasks, coordinating schedules, managing records, and drafting correspondence in line with district policies.

Ideal candidates will have a high school diploma, strong organizational skills, and the ability to manage multiple priorities in a fast-paced educational environment.

Qualifications

• Organizational and coordination skills to handle complex clerical tasks.
• Familiarity with modern office equipment and basic computer systems.
• Experience with automated record-keeping and filing.
• Strong English grammar, spelling, and punctuation.
• Basic first aid knowledge and procedures.

Responsibilities

• Serve as a personal secretary and office management aide.
• Review and screen incoming correspondence routed to the administrator.
• Refer communications to staff for data gathering for review.
• Initiate follow-up activities to meet operation timelines.
• Arrange correspondence for supervisor with background materials.
• Compose correspondence requiring knowledge of policies and procedures.
• Review outgoing materials for policy and grammar consistency.
• Take notes of meetings and prepare summaries.
• Transcribe dictation on a range of subjects including sensitive materials.
• Respond to inquiries from visitors or phone calls.

Skills

Organization & coordination

Office methods & equipment

Automated record management

English usage

First aid

Education

High school diploma

Shorthand/typing coursework

Job description

REPORTS TO

Principal, Designee and/or Superintendent

APPROVED

7/14/22

SUMMARY

Under general supervision, to perform specialized and responsible clerical and secretarial functions in an elementary school, middle school, continuation high school and in special school settings; to relieve the school administrator of clerical detail and to perform routine administrative aide functions; and to do other related work as required.

DUTIES & RESPONSIBILITIES

• Serve as a personal secretary and office management aide.
• Review and screen incoming correspondence and communications routed to the school administrator.
• Refer specific communications or correspondence to appropriate staff members for the gathering of data for the administrator's review.
• Initiate follow-up activities to ensure that the operational time lines are met.
• Arrange correspondence for supervisor's personal reply with appropriate background materials.
• Independently or in accordance with general instructions, compose correspondence concerning a wide range of subjects requiring a thorough knowledge of policies, regulations, and operational procedures.
• Review outgoing correspondence and other materials to ensure consistency with policies, regulations, operational procedures, formatting, grammatical construction, and punctuation.
• May take notes of meetings and conferences, and prepare an accurate summary.
• May take and transcribe dictation pertaining to a wide variety of subject areas, including materials that may be of a privileged or sensitive nature.
• Serve as an administrative aide by receiving and responding to inquiries from either office visitors or from telephone contacts.
• Prepare input data for a computerized record management, storage, and retrieval system, and utilize the output reports in the office operational functions.
• Requisition, order and maintain an adequate inventory of supplies and instructional materials.
• Maintain a variety of records and files, which may include student, personnel, budget, expenditure, payroll, and a variety of other related records and files.
• Schedule and organize the clerical functions of the office.
• Provide input concerning the technical evaluation of the other clerical staff.
• May assist in the scheduling of school facilities.
• Assist with budget planning and expenditure control.
• Any other duties and responsibilities assigned by the Supervisor and/or Superintendent.

QUALIFICATIONS

Knowledge of:

• Organization and coordination practices, methods and techniques of above average to complex clerical functions;
• Modern office methods and equipment, including micro-computers, computer terminals;
• Automated record management and filing systems, receptionist and telephone techniques, correspondence and report writing;
• English usage, grammar, spelling, and punctuation;
• Basic first aid methods, procedures and techniques.

Ability to:

• Interpret and apply legal mandates, policies, rules and regulations, and operational procedures pertaining to a school operation;
• Effectively and efficiently operate computer terminals and micro-computers, and utilize application software;
• Compose correspondence independently;
• Establish and maintain comprehensive and accurate files and records, and prepare concise and complete reports as required;
• Type or keyboard at a net corrected speed of 50 words per minute;
• Make arithmetical calculations with speed and accuracy;
• Understand and carry out oral and written directions;
• Establish and maintain cooperative working relationships.

PHYSICAL DEMANDS

The physical requirements indicated below are examples of the physical aspects that this position classification must perform in carrying out essential job functions.

• Persons performing service in this position classification will exert 10 to 20 pounds of force frequently to lift, carry, push, pull, or otherwise move objects.
• This type of work involves sitting a portion of the time, but will involve walking or standing for brief periods.
• Perceiving the nature of sound, near and far vision, depth perception, providing oral information, the manual dexterity to operate business related equipment, and handle and work with various materials and objects are important aspects of this job.

Reasonable accommodation may be made to enable a person with a disability to perform the essential functions of the job.

EXPERIENCE AND EDUCATION

Any combination of experience and training that would likely provide the required knowledge and skills is qualifying. A typical way to obtain the required knowledge and skills would be:

Experience:

• Two years of responsible and varied secretarial and clerical experience, preferably including one year of clerical experience in an educational organization.

Education:

• Equivalent to the completion of the twelfth grade, including or supplemented by coursework in shorthand, typing, data entry, office management, or other related skill areas.