Secretary

North Lamar Independent School District; Paris (TX); Presencial; USD 32.000 - 42.000; Jornada completa

Descripción de la vacante

North Lamar Independent School District is seeking a School Secretary to provide clerical and administrative support at a school site. The role involves managing calendars, coordinating events, handling student enrollment data, and serving as a liaison with parents, staff, and outside organizations.

The position requires strong organization, confidentiality, and proficiency with Word, Excel, Outlook, and other office software. A high school diploma is required, with an associate degree preferred.

Formación

• High school diploma required; associate's degree preferred in business, math, word processing, or record keeping.
• Experience with office management and records keeping preferred.
• Ability to describe problems clearly in writing or verbally to a supervisor.

Responsabilidades

• Composes documents for principals and administrators to communicate information and procedures.
• Maintains daily/weekly/monthly calendars for scheduling appointments and events.
• Plans and schedules school events and maintains calendars of student activities.
• Maintains documents, files and records for up-to-date reference and audits.
• Prepares purchase orders for district accounting/finance.
• Maintains inventories of supplies and materials.
• Assists visitors; answers telephone and provides information.
• Distributes mail and handles outgoing mail, schedules student and staff meetings.
• Registers new students and enters enrollment data into the system.
• Responds to inquiries and facilitates communication among parties.
• Coordinates with outside organizations for scheduling deliveries and activities.
• Supports and coordinates work of clerical staff.

Conocimientos

MS Office

Calendar management

Communication

Organization

Data entry

Confidentiality

Customer service

Educación

High School Diploma

Associates degree preferred (business, math, word processing, office procedures, record keeping)

Herramientas

Word

Excel

PowerPoint

Outlook

Internet

Descripción del empleo

School Secretary

Position Purpose

Under the direct supervision of the principal or other school administrator, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees; and to coordinate work of other school clerical employees.

Essential Functions

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletter, handbooks) for principal, or other school administrators for the purpose of requesting or providing information about school and work-related matters, activities, events, etc.
• Maintains the daily/weekly/monthly calendar of the principal for the purpose of coordinating the scheduling of work-related appointments, activities, meetings, etc.
• Assists in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Maintains documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepare purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Maintains inventories of supplies and materials for the purpose of ensuring items' availability.
• Assists visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provide information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Schedules appointments with students, parents and teaching staff or others as requested.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.
• Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) for the purpose of coordinating the scheduling of deliveries, activities, etc.
• Supports, guides, leads, trains and coordinates work of school clerical employees for the purpose of providing assistance with administrative functions.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Note

The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Travel Requirements

Limited travel to and from meetings may be required.

Knowledge, Skills and Abilities

• Ability to describe problems and work orally or in writing to supervisor as required.
• Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
• Ability to carry out instructions furnished in written or oral form.
• Ability to add, subtract, multiply and divide, and perform arithmetic operations.
• Ability to understand, apply and use personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Ability to problem solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees and others.
• Organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands, Work Hazards

Works in standard office and school building environments.

Qualification Profile

• High School Diploma
• Associates degree with course work in business, math, word processing, office procedures and record keeping preferred.
• Successful experience with office management preferred.