Secondary Secretary

Sylvania; Washington; On-site; USD 28,833 - 36,465; Full time

Job summary

Sylvania in Washington is seeking a Secondary Secretary to provide clerical support and assist with school activities. Responsibilities include maintaining records, scheduling events, and managing communications with staff and the public.

The ideal candidate will have a high school diploma and three years of applicable office experience. Strong verbal and written communication skills are essential, along with proficiency in Google Suite and Microsoft Office.

Qualifications

• Must qualify to work in the proximity of children under WSP/FBI background check.
• Knowledge of basic accounting concepts relevant to budget and reconciliation.
• Ability to operate PC computers and use office software.

Responsibilities

• Provide clerical support to staff and manage communication with the public.
• Assist with scheduling school activities and maintaining office records.
• Support assigned administrator(s) in their administrative functions.

Skills

Verbal communication skills

Data entry skills

Knowledge of office machines

Interpersonal skills

Education

High School Diploma or GED

Three years applicable office experience

Tools

Google Suite

Microsoft Office

Job description

Job Title: Secondary Secretary

Supervisor: Building Principal

FTE: 1.0, 8 hours/day, 215 days

Salary: PSE Salary Schedule, $20.93-26.47 (DOE)

The Secondary Secretary provides clerical support to assigned personnel; communicating information to staff and the public; providing complete and accurate records; providing information and/or direction as may be requested; and assisting projects and/or activities.

Essential Job Functions:

• Assists other personnel as may be required for the purpose of ensuring an efficient and effective work environment.
• Assists with a variety of school activities scheduling (e.g. awards/recognition ceremonies, graduation ceremony and related grade promotion activities, equipment maintenance, conferences, facility use, work orders, fines and fees, inventories, etc.) for the purpose of ensuring availability of facilities and/or equipment.
• Attends meetings as assigned (e.g. trainings, in-service, etc.) for the purpose of documenting events, conveying and/or gathering information.
• Collects payments and/or fees for the purpose of completing transactions as assigned.
• Compiles data from a variety of sources (e.g. enrollment, discipline notices, class requests, homework requests, daily attendance, emergency medical forms, First Aid/CPR forms, permission slips, timecards, logs, physicals, supporting documentation for auditors, daily reports, etc.) for the purpose of complying with financial legal and/or administrative requirements.
• Maintains a variety of manual and electronic documents, files and/or records (e.g. keys and security records, maintenance logs, vendor activities, invoice/fee statements, student activities, schedules, purchase orders, reports, applications, forms, etc.) for the purpose of providing documentation for audit purposes and meeting state, federal and administrative requirements.
• Maintains inventory of office and school supplies as assigned for the purpose of ensuring the availability of items as needed.
• Orients temporary staff and student teachers as assigned for the purpose of effectively assimilating personnel into site operations.
• Performs record keeping and general clerical functions (e.g. proofreading, e‑mailing, filing, copying, faxing, etc.) for the purpose of supporting departmental operations.
• Prepares written materials (e.g. time records, extra pay requests, incident reports, purchase orders, budgets, referral/suspension letters, notes, letters, memos, scheduling reports, report cards, standardized correspondence, calendars, handouts, periodic reports, deposit slips, purchase orders, etc.) for the purpose of documenting activities, providing written support and/or conveying information.
• Processes documents, forms, reports and materials (e.g. reports, enrollment, fulfill records requests, updating demographics, scheduling progress/grade reports, transcripts, withdrawals, scholarship applications, time‑sheets, cash payments, requisitions, fees, mail, applications, supplies, messages, deposits, receipts, orders, deliveries, etc.) for the purpose of disseminating information, determining eligibility and/or completing transactions.
• Processes student records (e.g. enrollment, withdrawal, discipline, grades, personal info, etc.) for the purpose of ensuring compliance with related regulations, assisting students and parents, and maintaining accurate student records.
• Provides back‑up health room assistance and administers medication and first aid for the purpose of meeting the immediate health care needs within District policies.
• Provides support for financial/accounting activities as assigned (e.g. general and ASB funds, account expenditures, purchase orders, receipts, student accounts, bid pricing versus actual purveyor charges, etc.) for the purpose of providing support and maintaining accurate records in compliance with accounting and record keeping practices.
• Provides training and supervision to assigned student workers and/or volunteers for the purpose of providing guidance and direction with their job functions and/or ensuring compliance with established requirements.
• Receives deposits for the purpose of processing cash and checks and preparing bank deposits.
• Responds to inquiries from a variety of internal and external sources (e.g. staff, public, parents, students, outside auditors, etc.) for the purpose of providing information and/or direction as may be required.
• Secures substitute staff for the purpose of ensuring adequate staffing.
• Supports assigned administrator(s) for the purpose of providing assistance with their administrative functions.
• Works within a variety of educational websites and programs (e.g. OSPI, CEDARS, SKYWARD) for the purpose of maintaining updated records and providing current information pertinent to the school building.
• Execute school safety procedures as outlined in the Kittitas School District safety procedures.

Other Job Functions:

• Performs other related duties as assigned.

Qualifications:

Required Education and Experience

• High School Diploma or GED.
• Three years applicable office experience.

Preferred Education and Experience

• Experience and training in CEDARS and Skyward.

Required Skills, Knowledge and or Abilities

• Must qualify to work in the proximity of children under the conditions of an WSP/FBI background check and Sexual Misconduct Disclosure
• Knowledge of basic accounting concepts as it relates to budget, revenue, expenses, and reconciliation.
• Ability to operate PC computers and working knowledge of various software programs preferably Google Suite and Microsoft Office.
• Ability to maintain accurate word processing and data entry skills.
• Ability to operate all standard office machines and equipment.
• Knowledge of basic accounting concepts as it relates to budget, revenue, expenses, and reconciliation.
• Ability to maintain high self‑motivation and initiative skills in accomplishing required responsibilities.
• Ability to organize, prioritize, and follow through on a variety of tasks and assignments simultaneously.
• Ability to maintain good human relations and interpersonal skills.
• Ability to work well in a variety of settings with management, office personnel, and the public, both individually and in a team setting.
• Excellent verbal and written communication skills.
• Ability to lift or move objects up to 25 pounds.
• Access to reliable transportation and willingness to travel, if necessary.

Physical Demands

The usual and customary methods of performing the job’s functions require the following conditions:

• Significant: (i.e. sitting, talking, hearing, walking, vision, color vision, peripheral/depth perception, ability to adjust focus, grasping, handling paperwork, repetitive motion, use of personal computer, looking at a computer monitor, lifting up to 10 pounds)
• Frequent: (i.e. standing, bending, carrying; use of phone; use of copy machine)
• Occasional: (i.e. driving, lifting over 10 pounds up to 45 pounds, reaching above the shoulder, use of fax machine)

The statements contained in this job description reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, the scope of responsibilities, and the physical demands, but should not be considered an all-inclusive listing of the work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.