Elementary School Secretary presso Vinton-Shellsburg Community School District

Vinton-Shellsburg Community School District

Job Description:  Building Secretary

REPORTS TO: Primary: Building Principal and Assistant Principal

Secondary:  Superintendent / Business Manager 

FLSA STATUS: Non-Exempt – Hourly

STATUS: Full Time – Typically 40 hours/week

DATE REVISED: April 24, 2019

BASIC FUNCTION:

The Building Secretary provides clerical support to the Building Administrator and Certified and Support Staff and is responsible for the development, handling and processing of confidential student data and personal information regarding district operations and personnel management.  

JOB SPECIFICATIONS/QUALIFICATIONS:

• High School Diploma or Equivalent. Post-secondary hours in a related field desirable/not required.

• High-level secretarial skills, including use of office equipment.

• Public relations and communication skills.

• Familiarity with school personnel and community.

• Strong organizational skills.

• Knowledge of basic accounting functions.

• Organizational and management skills needed to effectively assist with multiple projects at the same time.

• Computer skills adequate to utilize technology relevant to the position.

• Perform other duties as may be assigned by the Building Administrator, Superintendent or Business Manager.

TERMS OF EMPLOYMENT:

• The Board of Directors establishes the prescribed number of contract days each year.

• The VSCSD Board of Directors establishes hourly wage & work year calendar each year.

EVALUATION: The Building Administrator evaluates the performance of this job.

GENERAL RESPONSIBILITIES:

1. Adhere to applicable state and federal laws, rules and regulations, board policies and administrative rules.

2. Demonstrate organization and professionalism in fulfilling the responsibilities of the position.

3. Maintain a “service orientation” and treat all students, parent, staff, and visitors with professional courtesy.

4. Demonstrate a positive attitude toward school, students and job while communicating the same to the community.

5. Participate in administrative team meetings and activities upon request of the lead administrator.

6. Attend seminars and trainings as needed to stay current with state and federal regulations and requirements.

7. Dress appropriately for the position and work required.

8. Accepts constructive criticism and suggestions while seeking to improve each performance responsibility.

9. Maintains professionalism related to confidentiality of student and staff records essential to the school operation.

ESSENTIAL FUNCTIONS:

1. Answer phone and serves as the primary receptionist for the attendance center.  Greet, direct and help all students, parents and public reporting to the school office.

2. Compiles and distributes all correspondence, memoranda, newsletters, brochures and reports as needed.

3. Assists with the compilation and submission of State and Federal reports as may be assigned by the building and district administration.  

4. Sort and process in-coming and out-going mail.

5. Assist building administration (when needed) to develop a schedule and prepare documents during the interview process for prospective employees and maintains confidentiality of the same.  

6. Assists when necessary with maintaining an accurate Fixed Assets Inventory for the Building and District.

7. Keep record of all keys distributed to staff for their rooms or rooms they need to access.  Issue keys as requested and approved by principal or other administrator.

8. Coordinate with custodial staff any facility related issues (needed repairs, locker issues, clean up).

9. Assist and support other areas of the office in the absence of co-workers.

10. Utilizes e-mail and other means of correspondence appropriately to facilitate effective communication.

11. Maintain up-to-date student records and data entry-maintenance in Student Information System including entering and maintenance of school calendar..

12. Responsible for obtaining proper authorization for any student that is absent or released during the day. This also includes special cases involving restricted authorizations (i.e. divorce, foster parents, etc.) Writing and recording admit slips, late passes and hall passes for students as directed by the building administrator.

13. Issue letters to parents of children with truancy issues.  

14. Refer appropriate student discipline issues to the building administrator (unexcused absence, fighting, disrespectful behavior, etc.).

15. Make daily announcements to students and teachers at the direction of the building administrator.

16. Responsible for compiling and maintaining a list of licensed, substitute teachers and substitute paraprofessionals.

17. Responsible for obtaining substitutes, as needed for any teacher or paraprofessional absence.  Greet and distribute materials to subs as needed (keys, schedules, maps, etc.).

18. Record all employee absences and submit completed Leave Forms to district office for payroll and all hours worked by substitute employees and make sure they are submitted to the district office for payroll.

19. Assist as needed at Registration, Parent-Teacher Conferences and New Student Orientation Nights. 

20. Mail letters of obligation to students who owe money for lost books, book damage, and lost uniforms. 

21. Order paper, envelopes, forms, and office supplies as necessary.

22. Responsible for the opening, closing and maintaining organization within the school office.

23. Keep school clock on correct schedule. (ie: regular, 2 hr. late, 2 hr. early)  Enter new schedules as needed.

24. Upon administrative approval, responsible for creating and recording all purchase orders needed by staff.

25. Attend faculty meetings as directed by building administration. 

26. Assist parents who need items or messages delivered to students.

27. Enter and update family emergency information into the student information software program.

28. Assist with the registration of new students.

29. Assisting in the bookkeeping and depositing of money for fundraisers, activities, gate receipts, fines, etc.

30. Assist with supervision of students who are on in-school suspension or any students sent to the time-out room.

31. Complete I9 employment form for new to the district substitutes, examine identifying documents, and make appropriate copies. 

32. This job description is not intended to be all-inclusive, and employee will also perform other reasonable related business duties as assigned by immediate supervisor and other management as required.

PHYSICAL REQUIREMENTS:

1.  Able to communicate effectively via a telephone and email in a clear, precise manner.

2.  Able to write and record reports utilizing basic computer functions.  

3.  Able to read and interpret policies, procedures and employee handbook. 

WORKING CONDITIONS:

1. Primary work setting is the Office of the Assigned Attendance Center but duties at times may require working within the other attendance centers in the district.

2. May be required to drive school vehicles to carry out responsibilities of the position.

3. May be required to work additional hours as required during certain times of the year.

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements.  Individuals may perform other duties as assigned.  Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time unless restricted by a negotiated contract.