205 Day position                                                                                                     

Grade  15                                                                                                                     

QUALIFICATIONS: High school diploma or G.E.D. Certificate.  Two years of varied secretarial and clerical experience.

REPORTS TO: Counselor

JOB GOAL: Perform a variety of responsible secretarial and clerical duties to assist Guidance Counselor or program supervisor; relieve supervisor of routine administrative details and general secretarial and clerical tasks.  Spend at least 80% of time in guidance related responsibilities under the direction of the Guidance Counselor.

PERFORMANCE RESPONSIBILITIES:

Perform a variety of secretarial and clerical duties to assist a designated supervisor with routine administrative details and general clerical tasks; type, file and transcribe or compose letters, memoranda, documents, correspondence and bulletins as directed.

Assist with office activities and communications related to assigned school or program activities; assure the compliance with District policies and time lines; take and relay messages and information.

Type and prepare a variety of reports; maintain a variety of program, District, State records as required; requisition supplies, forms and maintenance work as needed, following established procedures.

Prepare and maintain financial records and budgets; process or prepare budgetary documents, requisitions and other financial or purchasing documents.

Greet visitors and answer phone calls; answer questions, provide information or direct individual to appropriate department or District employee; open, sort and distribute mail and other written communications.

Schedule appointments and meetings with students, parents, teachers, vendors and the general public.

Assist students with registration, orientation and student records; request records for new students and distribute records of withdrawn students to appropriate school.

Perform research, compute and compile information and prepare statistical reports.

Prepare and maintain records, reports, files and lists related to students, personnel, student records and attendance as required.

Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data; proofread and edit materials.

Register, release or transfer students, complete enrollment information.

Collect, compile, organize and record a variety of data related to attendance for student and personnel.

Coordinate schedules and meetings; serve as receptionist and a contact and reference source for staff, students, parents and the public.

Provide information over the phone or in personal contacts with parents, student or school personnel as appropriate, route calls to appropriate personnel as necessary.

Operate a variety of office machines, including a microcomputer or computer terminal, typewriter, copiers and calculator.

Maintain confidentiality about school business and personnel.

Enter and maintain all LEAD information into Infinite Campus.

Enter and maintain all Safe School information into Infinite Campus.

Compile bus rosters for teachers for field trips from Infinite Campus.

Print mailing labels for teachers from Infinite Campus.

Complete annual immunization survey on Kindergarteners for health department (for     elementary secretaries).

Monitor attendance of students and send out truancy letters twice a month.

Complete annual homeless survey.

Prepare for state attendance audit.

Conduct annual kindergarten registration (for elementary secretaries).

Review and prepare monthly attendance report.

Run report cards and Mid-Term reports.

Issue parking permits (high school).

Complete driver’s license revocation (high school).

Administer Perfect Attendance Incentives.

Fill out substitute vouchers (some schools).

Call substitutes for instructional assistants (some schools).

Enter and maintain all groups (Sports teams, Special Education Folder List, Homework Club, Choir, etc.) in STI.

Dispense medication to students (most schools).

Work bus duty (most schools).

Perform other reasonable duties as assigned.

ABILITY TO:

Perform a variety of secretarial and clerical duties to assist a Principal's secretary or Guidance

Counselor's with routine administrative details and general clerical tasks.

Learn, interpret, apply and explain school and District policies, rules and objectives of assigned

school or program.

Understand and interpret rules and written directions and apply to specific situations.

Compose correspondence independently.

Perform duties effectively with many demands on time and constant interruptions.

Type at an acceptable rate of speed.

Establish and maintain effective working relationships with others.

Meet schedules and time lines.

Maintain records and prepare reports, including financial records.

Work confidentially with discretion.

Communicate effectively both orally and in writing.

Understand and follow oral and written directions.

Work independently with little direction.