Secretary II

Topeka Public Schools; Topeka (KS); On-site; USD 28,000 - 42,000; Full time

Job summary

Topeka Public Schools seeks a detail-oriented School Secretary II (9-month) to support new and transferring students and families, manage attendance data, and maintain accurate records. The role requires calm communication, strong organization, and the ability to handle confidential information in a busy school office.

You will assist with registration, monitor attendance and entrances, prepare reports, and coordinate with school staff and counselors.

Qualifications

• High school diploma or equivalent required.
• Experience in office procedures and records management preferred.
• Ability to communicate with diverse groups and maintain confidentiality.

Responsibilities

• Administer first aid and medications as assigned and trained.
• Assist new or transferring students and families with registration and records.
• Compile data and materials for reports and required materials.
• Monitor entrances and phones to ensure safety and proper communication.
• Prepare attendance-related reports, folders, and files as needed.

Skills

Office equipment operation

Customer service

Data entry & recordkeeping

Education

High School diploma or equivalent

Tools

Microsoft Office

Job description

Purpose Statement

The job of SCHOOL SECRETARY II - 9 MO is done for the purpose/s of assisting new or transferring students/families; ensuring daily attendance information is received, families contacted for verification as needed, and data is accurately recorded; tracking attendance records for students' entry and exit from campus during school hours; notifying parents/guardians of unexcused student absences; performing hourly student absence confirmation; monitoring students and/or security entrances; preparing attendance-related reports and written materials; researching discrepancies of attendance information and/or documentation; preparing and maintaining a variety of manual and electronic documents, files, and records; responding to inquiries from a variety of internal and external parties; preparing student cumulative folders, if assigned, for students advancing to next level; documenting and maintaining school store inventory spreadsheet, if assigned; administering first aid and prescription medications to students, if assigned and trained;

Essential Functions

• Administers first aid and prescription medications to students, if assigned and trained, under the direction of a health care professional for the purpose of meeting immediate health care needs within established guidelines.

• Assists new or transferring students/families for the purpose of conveying registration process, providing information and direction, obtaining required student school records, and notifying School Counselor.

• Compiles data or materials (e.g. school store inventory, substitute teacher classroom materials, daily substitute teacher and classroom cover list, etc.) for the purpose of preparing reports, providing required materials, or providing information.

• Documents and maintains school store inventory spreadsheet, if assigned, for the purpose of providing restocking needs to School Counselor to initiate purchasing process.

• Ensures daily attendance information is received, families contacted for verification as needed, and data is accurately recorded for the purpose of obtaining and accurately documenting student attendance and providing absences/truancy information to School Counselor as needed.

• Monitors phones, students and/or security entrances, if assigned, (e.g. hall/recess/lunch duty, lobby doors, etc.) for the purpose of responding and/or transferring calls appropriately, ensuring staff/student safety and welfare, and maintaining a secure school environment.

• Notifies parents/guardians of unexcused student absences for the purpose of meeting district administrative requirements and mandated guidelines.

• Performs hourly student absence confirmation (e.g. determine absent student's current location, check doctor's notes/call slips, make appropriate phone calls, etc.) for the purpose of identifying excused/unexcused absences, locating students, and providing appropriate absence information to School Counselor.

• Prepares and maintains a variety of manual and electronic documents, files, and records (e.g. budget data, supplies inventory, student fees and payments, financial records, reports, truancy letters, etc.) for the purpose of providing accurate and current information and/or historical reference in accordance with established administrative guidelines and legal requirements.

• Prepares attendance-related reports and written materials, if assigned, (e.g. standardized/special reports, letters to parents, passes for students, incoming calls for attendance slips, etc.) for the purpose of providing information to School Counselor, conveying information regarding school and/or district activities and procedures.

• Prepares student cumulative folders, if assigned, for students advancing to next level (e.g. elementary to middle school, middle school to high school, etc.) for the purpose of ensuring required student information and data is transferred to appropriate location.

• Researches discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy of attendance data.

• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, other schools, general public, students, etc.) for the purpose of providing information, facilitating communication between parties and/or providing direction.

• Tracks attendance records for students' entry and exit from campus during school hours (e.g. admission slips, late notices, class release forms, etc.) for the purpose of ensuring accurate reporting of excused/unexcused absences and truancies.

Other Functions

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Job Requirements: Minimum Qualifications

Knowledge, Skills and Abilities

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; understand written procedures, write routine documents, and speak clearly; and solve practical problems. Specific knowledge based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; concepts of grammar and punctuation; bookkeeping practices; pertinent codes, laws, rules, regulations, and policies; accepted office practices; recordkeeping and record retention practices; and, school safety and security practices.

SKILLS are required to perform multiple tasks using existing skills. Specific skill based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; preparing and maintaining accurate records; administering first aid and/or prescribed medications; classifying data and/or information; collecting money; providing customer service; and, screening telephone calls.

ABILITY is required to schedule activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability based competencies required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; establishing and maintaining effective work and student relationships; ensuring accuracy and attention to detail; adapting to changing work priorities; diffusing argumentative behavior; organizing tasks; and, working as part of a team.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the organization's services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine finger dexterity. Generally the job requires 60% sitting, 20% walking, 20% standing. The job is performed under conditions with some exposure to risk of injury and/or illness.

Experience: Job related experience is desired.

Education: High School diploma or equivalent.

Required Testing Certificates and Licenses

None Specified None Specified

Continuing Educ./Training Clearances

None Specified None Specified