OWEN COUNTY SCHOOLS
JOB DESCRIPTION: SCHOOL SECRETARY I – ELEMENTARY SCHOOL
JOB CLASS CODE: 7885
QUALIFICATIONS:
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High school graduate or equivalent.
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General clerical skills.
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Extensive computer, word processing and spreadsheet skills.
REPORTS TO:
Elementary School Principal
JOB GOALS:
Organize, coordinate, schedule and perform office functions; serve as receptionist and secretary to the Administration and coordinate communications between administrators, District and site personnel, parents, students and the general public.
Provide for the efficient daily operation of the school office by assisting students, families, faculty, staff and administrators and coordinating student services, health services when nursing personnel are unavailable, substitute teacher needs, visitor management, student dismissal procedures and other school operations as assigned.
KNOWLEDGE OF:
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School office terminology, practices and procedures.
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Health and safety regulations.
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District organization, operations, policies and objectives.
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Oral and written communication skills.
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Interpersonal skills using tact, patience and courtesy.
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Telephone techniques and etiquette.
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Applicable sections of the Kentucky Administrative Regulations, other applicable laws and district policies and procedures.
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School procedures related to student attendance, transportation, dismissal, visitors and student safety.
ABILITY TO:
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Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative matters.
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Perform public relations and communications services for the Principal.
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Maintain accurate records.
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Understand and follow oral and written directions.
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Complete work with many interruptions and work independently with little direction.
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Establish and maintain cooperative and effective working relationships with others.
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Learn, interpret, apply and explain rules, regulations, policies and procedures.
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Maintain good public relations with students, parents, teachers and the public.
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Plan and organize work and meet schedules and timelines.
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Work confidentially with discretion.
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Communicate effectively both orally and in writing.
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Respond appropriately to student health, safety, transportation and other needs that arise during the school day.
PERFORMANCE RESPONSIBILITIES
Front Desk and Office Responsibilities:
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Open the school office each morning and prepare the office for the school day.
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Answer phones with a positive tone; answer questions, provide information, take messages or transfer calls as appropriate. Handle Principal's phone calls, screen them and interrupt administration only when necessary.
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Greet visitors and make them feel welcome in our school. You are our representative — be friendly and be positive.
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Answer the school entrance door, scan visitors utilizing the CENTEGIX visitor management system, verify identity when appropriate and complete visitor sign-out procedures.
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Verify identity of adults who come to sign out students and assist parents with established student pickup and loop tag procedures.
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Receive and distribute items dropped off for students while minimizing disruption to instructional time.
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Get school mail and packages, sort and distribute to appropriate staff members.
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Assist teachers and staff with copiers, printing and other office equipment; replace toner, waste toner and staples and contact service providers when repairs are needed.
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Maintain organization within the school office, workroom and other areas assigned to office staff.
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Work with other office personnel to ensure continuous coverage of the school office throughout the school day.
Health Services Responsibilities:
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Maintain current First Aid and CPR Certification and accurate and updated medication training.
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Act as the school nurse in the absence of the school nurse within the scope of District training, policies and procedures.
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Provide basic first aid and assistance for student illness, minor injuries and other health concerns, including the use of approved first-aid supplies and ice packs.
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Assist students who are sent to the office with health concerns and contact nursing personnel, parents or guardians when appropriate.
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Assist students with clothing, shoes, socks and other basic needs when clothing or footwear becomes soiled, damaged or unsuitable during the school day.
Student Transportation, Dismissal and Communications Responsibilities:
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Prepare and distribute bus notes, loop rider notes, office pickup notes, CLC notes, ESS notes and other approved changes to student dismissal.
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Contact parents or guardians when clarification of a student's transportation or dismissal plan is needed.
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Use the intercom, telephone, radio, email and other approved communication systems to assist with student arrival, dismissal and other school needs while minimizing disruption to instructional time.
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Monitor radio communication during dismissal and assist transportation personnel in locating students and resolving student transportation questions.
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Call students to the office for approved appointments, meetings, early pickup and other school-related needs.
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Maintain good public relations and communicate effectively with students, parents, faculty, staff, transportation personnel and the public.
Substitute Teacher, Staff Attendance and School Operations Responsibilities:
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Prepare substitute teacher sign-in materials, absentee reports, keys and other information needed for substitutes at the beginning of the school day.
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Make sure assigned rooms are available to substitute teachers and communicate assignment changes or other necessary information.
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When scheduled substitutes do not report, notify administration and assist in coordinating temporary classroom coverage until appropriate coverage is found.
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Contact custodial or other appropriate personnel regarding emergency cleanup, supply shortages, facility concerns and other immediate building needs.
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Assist teachers and staff with routine office, equipment and operational needs and maintain appropriate office coverage during meetings, lunches and other circumstances.
Administrative, Special Event and School Support Responsibilities:
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Assist the Principal, Assistant Principal, Guidance Counselor and other administrators with clerical and administrative duties as requested.
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Assist with school wide events, student recognition programs, fundraising activities and distribution of prizes and materials.
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Assist the school bookkeeper with established procedures.
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Coordinate school picture days and retakes, including scheduling, communication, building access, setup and distribution of materials.
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Send announcements through approved communication systems while minimizing disruption to instructional time.
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Maintain accurate key logs, records and other school documentation as assigned.
Maintain acceptable personal attendance without repeated unexcused absences, tardiness, absences without notification, or abuse of sick leave.
Maintain confidentiality of information regarding employees, individual students and their families.
TERMS OF EMPLOYMENT: Hourly rate, number of hours and days per year as set annually by the Board of Education.
EVALUATION: Performance will be evaluated in accordance with the provisions of the Board of Education's Policy on Evaluation of Personnel.
