Substitute School Secretary

Wyomingindianschools; San Jacinto (CA); On-site; USD 32,000 - 52,000; Full time

Job summary

Wyoming Indian Schools seeks a Secretary/Receptionist to ensure smooth, cordial operation of the school office and support student services. You will greet visitors, answer calls, manage enrollment, and maintain records with discretion and professionalism.

The role requires punctuality, strong communication, and the ability to interact with students, parents, and staff while upholding district policies and confidentiality.

Qualifications

• Previous secretarial experience preferred.
• Working knowledge of basic office procedures, computer programs, and operation of common office equipment.
• Alternatives to above qualifications may be considered by the Board.

Responsibilities

• Adheres to district policies.
• Arrives to work on time and attends work on a regular basis.
• Demonstrates effective interpersonal relationship skills by greeting all visitors courteously and meeting their needs.
• Demonstrates effective phone communication skills by greeting callers professionally and listening to understand needs quickly and accurately.
• Uses discretion and maintains ethical behavior in handling confidential information.
• Selects appropriate channels for resolving concerns.
• Communicates clearly and explains information effectively.
• Maintains written communication professionally.
• Demonstrates fairness and consistency with students, parents, community members and staff.
• Promotes the belief that all students can learn.
• Exercises responsibility for student management throughout the building.
• Promotes community involvement with the school.
• Cooperates with parents in the best interests of students.
• Works with teachers, aides, administrators and support staff.
• Interacts positively with students individually and in groups.
• Participates in school activities such as clubs and events.
• Places and answers calls, records messages, maintains a log of calls and returns calls promptly.
• Maintains and submits accurate data and reports to the district in a timely manner.
• Processes incoming and outgoing mail.
• Processes student enrollment and withdrawal.
• Requests records for new students and forwards records of withdrawing students to receiving districts.
• Processes all changes and adjustments in student schedules.
• Maintains records on teacher attendance and substitute attendance.
• Contacts and secures substitute teachers when needed.
• Maintains computerized student management system and confidential student files.
• Supports the maintenance of student attendance by communicating with parents, staff, and students.
• Disseminates accurate school information in a timely manner.
• Utilizes public address system appropriately.
• Encourages, models, and maintains high standards of conduct.
• Attends appropriate meetings.
• Serves on committees.
• Performs other duties as assigned by the supervisor.

Skills

Secretarial experience

Office procedures

Alternatives to qualifications

Job description

• Previous secretarial experience preferred.


• Working knowledge of basic office procedures, computer programs, and operations of common office equipment.


• Any alternatives to the above qualifications as the Board may find appropriate or acceptable.

JOB GOAL: To ensure the smooth, efficient, and cordial operation of the School Office so that the office's maximum positive impact on the education of students can be realized.

PERFORMANCE RESPONSIBILITIES OF SECRETARY/RECEPTIONIST:

• Adheres to district policies.


• Arrives to work on time and attends work on a regular basis.


• Demonstrates effective interpersonal relationship skills by greeting all visitors courteously and attempts to meet their needs to the best of their ability.


• Demonstrates effective phone communication skills by greeting callers in a welcoming and professional manner. Engages in active listening to understand caller needs quickly and accurately.


• Uses discretion and maintains ethical behavior in handling situations requiring confidentiality.


• Selects appropriate channels for resolving concerns/problems.


• Demonstrates effective communication skills by speaking clearly and expressing ideas logically and giving clear, explicit explanations.


• Uses written communication appropriately and professionally.


• Demonstrates fairness and consistency in dealing with students, parents, community members and other school staff acknowledging their rights to hold differing views or values.


• Promotes the belief that all students can and will learn.


• Exercises reasonable responsibility for student management throughout the entire building.


• Promotes community involvement with the school.


• Cooperates with parents in the best interests of the students.


• Works effectively with all levels of school personnel by interacting positively with teachers, teaching assistants, administrators, and other support personnel.


• Interacts positively with students; individually and in groups.


• Participates with other staff and students in school related activities such as class sponsorship, clubs, special events, etc.


• Places and answers calls appropriately, records messages, maintains a log of calls and returns phone calls promptly.


• Maintains and submits accurate data and reports for the school and to the district in a timely manner.


• Processes incoming and outgoing mail.


• Processes student enrollment and withdrawal.


• Requests records for new students and forwards records of withdrawing students to receiving districts.


• Processes all changes and adjustments in student schedules.


• Maintains records, both written and electronically, on teacher attendance and substitute attendance.


• Contacts and secures substitute teachers when they are needed.


• Maintains computerized student management system and a regular filing system, as well as a set of locked confidential student files, and process incoming correspondence as directed.


• Supports the maintenance of student attendance by communicating with parents, staff, and students by phone or letter for the purpose of providing information on a variety of attendance issues.


• Disseminates accurate school information in a timely manner.


• Utilizes public address system appropriately and in an effective manner.


• Encourages, models, and maintains high standards of conduct.


• Attends appropriate meetings.


• Serves on committees.


• Performs other duties as many, from time to time be assigned by the supervisor.

TERMS OF EMPLOYMENT: At-Will, 210 days

EVALUATION: Performance will be evaluated in accordance with the provisions of the Board's policy on evaluation of support staff.

Fremont County School District 14 is an Equal Opportunity Employer. Fremont County School District 14 ensures equal employment opportunities regardless of race, creed, gender, color, national origin, religion, age, sexual orientation or disability. Fremont County School District 14 has a policy of active recruitment of qualified minority teachers and non-certified employees. Any individual needing assistance in making application for any opening should contact the District Office.