ATTENDANCE CLERK/SCHOOL SECRETARY na Pulaski County Schools

BASIC FUNCTION:

 Organize, coordinate, schedule and perform office functions; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned.

DISTINGUISHING CHARACTERISTICS:

 School Secretary I - incumbents perform a variety of clerical and secretarial duties in a small to medium-sized school.  School Secretary II - High School incumbents perform a variety of clerical and secretarial duties in a large high school with a larger number of faculty, student body enrollment and educational programs.

REPRESENTATIVE DUTIES:

 Organize and coordinate a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a small to medium-sized high school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines.

• Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences.
• Coordinate and facilitate communications between District and site personnel, parents, students, school and community organizations and the general public.
• Communicate with a variety of site and District personnel and administrators to coordinate school operations and maintenance, resolve conflicts and issues and exchange information as appropriate.
• Perform secretarial duties for the Principal, assisting with routine administrative matters as appropriate; independently compose letters, memoranda and other materials.
• Assist the Principal in the preparation and maintenance of financial, statistical and narrative reports; research, compile and organize information.
• Initiate budget preparation; work with Department Chairpersons in preparing individual budgets to meet needs; prepare forms and assist the Principal in preparing and monitoring budget.
• Process purchase orders; assist Department Chairpersons with adjustments and with making transfers; review computer printout and balance accounts to assure accuracy.
• Type from notes, rough draft or verbal instructions a variety of written materials including correspondence, bulletins, memoranda, calendars, requisitions, records, reports and evaluations.
• Maintain daily teacher attendance log and records of substitute teachers.
• Compile and organize information for the Principal; compose and respond to routine correspondence; open, sort, review and route mail.
• Coordinate and assist with special events for the high school; assist in selection of personnel and program; assure adherence to legal requirements and Board policies; maintain budget; work with and assist personnel assigned to the event.
• Train and provide work direction to clerical personnel, student assistants and others as assigned.
• Operate a variety of business and office machines including typewriter, calculator, computer, copiers, and communications equipment.
• Order a wide variety of equipment, materials, supplies and special items requested by faculty; assure receipt and proper distribution.
• Answer phones and greet visitors; take and relay messages; provide information to students, parents, and faculty and site personnel; interpret, apply and explain District policies and school procedures and regulations.
• Perform related duties as assigned.

 KNOWLEDGE AND ABILITIES:

       KNOWLEDGE OF:

• School office terminology, practices and procedures.
• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Health and safety regulations.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Budget preparation and control.
• Operation of standard office machines.
• Applicable sections of the Kentucky Administrative Regulations and other applicable laws.
• Letter and report writing skills.

       ABILITY TO:

Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative matters.

• Perform public relations and communications services for the Principal.
• Maintain accurate financial and statistical records.
• Add, subtract, multiply and divide quickly and accurately.
• Understand and follow oral and written directions.
• Compose correspondence independently.
• Type at an acceptable rate of speed.
• Complete work with many interruptions.
• Work independently with little direction.
• Establish and maintain cooperative and effective working relationships with others.