Substitute Secretary

Brainerd Public Schools; San Jacinto (CA); On-site; USD 17,000 - 24,000; Part time

Job summary

Brainerd Public Schools seeks a Substitute Secretary to provide clerical, secretarial and administrative support at a district-wide level. Under supervision, you will handle notices, enroll students, manage correspondence, and assist at school sites.

The role requires strong organizational skills, basic PC software proficiency (Word, Excel, PowerPoint, Outlook), data entry, and the ability to interact professionally with students, families and staff.

Qualifications

• Graduation from high school.
• College education preferred.
• Successful experience with office management preferred.

Responsibilities

• Prepares, copies and distributes notices and memoranda for staff.
• Assists in planning and scheduling school events and maintaining calendars.
• Maintains documents, files and records for compliance and audit trails.
• Prepares purchase orders for the district's accounting/finance office.
• Maintains inventories of supplies and materials for availability.
• Assists visitors to the office including students and parents.
• Answers telephone calls and provides information to callers.
• Distributes incoming mail and handles outgoing mail.
• Registers new students and enters data into the system (enrollment, transportation, meals).
• Responds to inquiries from students, parents and employees with information and direction.

Skills

Office software proficiency

Communication

Organizational skills

Time management

Problem solving

Data entry

Education

High school diploma

College education preferred

Tools

Word

Excel

PowerPoint

Outlook

Job description

• Position Type: Reserve Position / Substitutes/ Substitute Secretary
• Date Posted: 9/14/2023
• Location: District Wide

ASSIGNMENT DETAILS

Title: Substitute Secretary

Location: District Wide

Compensation: $15.00 per hour

JOB SUMMARY

Under the direct supervision of the principal or other 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.

ESSENTIAL FUNCATIONS

• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
• 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.
• Assists in maintaining 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.
• Assists in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assist visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provide information and assistance to callers.
• Distribute incoming mail appropriately; sends outgoing mail.
• 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, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

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.

KNOWLEDGE, SKILLS AND ABILITIES

• 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 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.

WORK ENVIRONMENT

Works in standard office and school building environments.

QUALIFICATIONS

Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.

Typical qualifications would be equivalent to:

• Graduation from high school.
• College education preferred.
• Successful experience with office management preferred.