Secretary - Ad Astra Academies

Sylvania; Hutchinson (KS); On-site; USD 30,000 - 45,000; Full time

Job summary

Ad Astra Academies is seeking a Secretary to provide essential office support throughout the school year. The role emphasizes confidentiality, communication with families, and accurate handling of transcripts and reports.

You will greet visitors, manage daily clerical tasks, assist with graduations, and help maintain inventory and records. The position requires attention to detail and a proactive, student-centered approach within a busy school environment.

Qualifications

• High School diploma or equivalent required.
• Computer skills required.
• Working knowledge of office equipment required.
• Telephone skills required.
• Ability to manage regular office routines.
• Excellent verbal and written communication skills.
• Neat, responsible, punctual, dependable.
• Must respect confidentiality.
• Willing to learn, accept change, be creative, be a self-starter.
• Be sensitive to needs of students and be able to relate well with students, staff, and families.
• Maintain current TB testing as required by Health Department regulations.

Responsibilities

• Provide office and clerical support to the director and staff to ensure the smooth operations of Ad Astra Academies.
• Greet visitors, ascertain nature of business, and direct visitors to appropriate locations in order to provide appropriate public relations.
• Maintain and distribute student transcripts in order to document student academic coursework.
• Assist with Graduation celebrations (i.e., location, diplomas) to ensure that the event runs smoothly.
• Compose, read, file, record, and route incoming mail and/or messages for the purpose of effective communication within the building.
• Write receipts and deposit funds collected, reconcile bank statements and submit monthly reports to the district office on a timely basis.
• Prepare outgoing mail and notices for the purpose of maintaining communications with parents and the community.
• Maintain school inventory: issue requests for equipment maintenance for the purpose of keeping the school stocked and in good repair.
• Prepare information and statistical reports as required for the purpose of complying with state and local regulations.
• Prepare student grade cards, teacher reports and senior reports at various times of the year.
• Assist with monitoring student attendance.
• Assist in preparing weekly Delinquent and Ineligible list as needed.
• Successfully manage Student Information Systems such as PowerSchool.
• Communicate effectively and work cooperatively with school district staff and community members to ensure an effective work environment.
• Evaluate and care for students with illness or injury (provide basic first aid until parents decide appropriate action) in the absence of the School Nurse. Contact School Nurse and parents according to health policies, document all actions taken in the health room and make appropriate reports as directed by the School Nurse to remain in compliance.
• Ensure documentation of medication and maintain, dispense, and secure all student medication according to policy for medication administration in the absence of the School Nurse to remain in compliance.
• Attend the district-provided CPR/Basic First Aid class every two years to maintain CPR certification.
• Maintain a high level of confidentiality regarding student and staff information in order to remain in compliance with legal requirements and to maintain a professional work environment.
• Perform other duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Skills

HS diploma

Computer skills

Office equipment

Phone skills

Office routines

Verbal & written comms

Reliability

Confidentiality

Self-starter

Student relations

TB testing compliance

Education

High School diploma or equivalent

Tools

PowerSchool

Job description

This position works 8 hrs per day through the school year.

USD 313 EDUCATIONAL SUPPORT STAFF JOB DESCRIPTION

POSITION TITLE: SECRETARY - Ad Astra Academies

SUPERVISOR: Director

PAYMENT RATE: According to Board Policy

CLASSIFICATION: Non-exempt

QUALIFICATIONS:

1. High School diploma or equivalent

2. Computer skills

3. Working knowledge of office equipment

4. Telephone skills

5. Ability to manage regular office routines

6. Excellent verbal and written communication skills

7. Neat, responsible, punctual, dependable

8. Must respect confidentiality

9. Willing to learn, accept change, be creative, be a self-starter

10. Be sensitive to needs of students and be able to relate well with students, staff, and families

11. Maintain current TB testing as required by Health Department regulations

ESSENTIAL FUNCTIONS:

1. Provide office and clerical support to the director and staff to ensure the smooth operations of Ad Astra Academies.

2. Greet visitors, ascertain nature of business, and direct visitors to appropriate locations in order to provide appropriate public relations.

3. Maintain and distribute student transcripts in order to document student academic coursework.

4. Assist with Graduation celebrations (i.e., location, diplomas) to ensure that the event runs smoothly.

5. Compose, read, file, record, and route incoming mail and/or messages for the purpose of effective communication within the building.

6. Write receipts and deposit funds collected, reconcile bank statements and submit monthly reports to the district office on a timely basis.

7. Prepare outgoing mail and notices for the purpose of maintaining communications with parents and the community.

8. Maintain school inventory: issue requests for equipment maintenance for the purpose of keeping the school stocked and in good repair.

9. Prepare information and statistical reports as required for the purpose of complying with state and local regulations.

10. Prepare student grade cards, teacher reports and senior reports at various times of the year.

11. Assist with monitoring student attendance.

12. Assist in preparing weekly Delinquent and Ineligible list as needed.

13. Successfully manage Student Information Systems such as PowerSchool.

14. Communicate effectively and work cooperatively with school district staff and community members to ensure an effective work environment.

15. Evaluate and care for students with illness or injury (provide basic first aid until parents decide appropriate action) in the absence of the School Nurse. Contact School Nurse and parents according to health policies, document all actions taken in the health room and make appropriate reports as directed by the School Nurse to remain in compliance.

16. Ensure documentation of medication and maintain, dispense, and secure all student medication according to policy for medication administration in the absence of the School Nurse to remain in compliance.

17. Attend the district-provided CPR/Basic First Aid class every two years to maintain CPR certification.

18. Maintain a high level of confidentiality regarding student and staff information in order to remain in compliance with legal requirements and to maintain a professional work environment.

19. Perform other duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

PHYSICAL REQUIREMENTS/ENVIRONMENTAL CONDITIONS:

1. Physical and emotional ability and dexterity to perform required work and move about as needed in a fast-paced, high-intensive work environment.

2. Must be able to work in noisy and crowded environments

3. Requires prolonged sitting or standing, and use of equipment including repetitive motions and computer eye fatigue.

4. Requires regular attendance and physical presence at the job.

TERMS OF EMPLOYMENT: At will

PERFORMANCE REVIEW:

Performance effectiveness evaluated in accordance with Kansas Statutes and Board of Education Policy.