JOB DESCRIPTION
Under the direction of the Superintendent, this position will professionally perform job responsibilities by efficiently and effectively using secretarial and office management skills while contributing to an environment of teamwork and cooperation.
Duties for this position include:
● Performs general office duties, including but not limited to:
o Serves as head receptionist by greeting the public entering the central office and directing their needs to the appropriate personnel
o Answers and screens all incoming telephone calls and routes calls appropriately o Appropriately uses the school e-mail system
o Appropriately uses corporation radio communication
o Manages mailing duties – sorting incoming & outgoing mail, daily
collection/distribution of intra-school mail to/from the elementary & JH-HS offices, FEDEX/UPS pick-up/drop-off to/from central office
o Preparation/editing of correspondence and reports as directed by the
Superintendent
o General filing & maintenance of central office files
o Photocopying & overseeing the regular maintenance of the office copier o Compiling data as requested by the Superintendent for various reporting/planning o Maintaining records as requested for various programs or reporting needs o Inventory of office supplies and ordering of supplies as necessary
o Collects timecards and timesheets from the K-12 building, checks to make sure all needed have been turned in, and presents them to the Associate for Personnel for calculating. Once calculated and returned, verifies for accuracy as part of internal control procedures
● Assists the Superintendent in the preparation, planning, and organization of school board meetings as well as follow-up, including:
o Assists with preparation of board packet as requested and prepares secretary notes guide based upon items on the published agendas
o Assists in getting the board room set up for each meeting
o Attends regular monthly school board meetings and takes notes of the proceedings of the meetings
o Types up minutes of board meetings and presents them to the Superintendent and Board Secretary for review, posts meeting minutes on the corporation’s
administrative drive
● Uses computer/technology skills, including but not limited to using the Internet, accessing databases, spreadsheet design, desktop publishing, creation of various forms, and Social Media
● Undertakes special projects and reports, upon request.
Updated January, 2020
● Processes Facility Use Forms and follows up accordingly with individuals involved in the use of the facility
● Monitors years of service for all staff & keeps an accurate list of all employees and their hire dates to determine the need for changes in benefits (i.e., added vacation time), as well as a quick reference for many reporting needs, etc.
● Serves as the administrative assistant for the Transportation Department, including: o Preparation of written communications to drivers and annual informational folders for each driver
o Management and organization of the mandatory drug testing program for transportation workers and annual preparation of materials for DOT audits o Tracks pending expiration of driver’s physicals and sends out reminders to drivers well in advance of expiration dates
o Assists the dispatcher in maintaining radio communication with corporate vehicles o Processes paperwork for all scheduled field trips, extracurricular trips, and the use of corporation vehicles
o Maintains an annual record of all instructional field trips
o Performs all routine transportation clerical duties including typing, duplication, filing, sorting, etc.
o Assures compliance with annual training for each bus driver and assists with the organization of on-site group training through the Indiana Department of Education o Other duties as requested by the Transportation Director
● Manages the Workman’s Compensation program and necessary correspondence, including processing of any claims
● Manages the mandatory background checks and BMV checks for each Caston employee ● Manages the E-Verify and E-Verify IN Hire obligations for the corporation ● Distributes & collects W4, State, and County tax forms for all employees
● Maintains personnel files and works collaboratively with Associate for Personnel to assure each new employee’s file is complete and up-to-date
● Reviews teacher licensing and reminds teachers before the expiration of their license of the need for renewal
● Annually prepares the Caston School Corporation Directory and updates the master file as necessary
● Uploads information to the Corporation Employee Portal and the school website ● Prepares and distributes annual letters of assurance to appropriate staff members
● Arranges details/ordering for annual recognition of retirees, distinguished alumni, memorial contributions, cards on behalf of the corporation, etc., as appropriate
● Any other duties as assigned by the Superintendent
Updated January, 2020
Personal qualities and habits needed for this position include:
● Honesty, integrity, and highly ethical behavior
● The ability to greet the public with professionalism and courtesy while maintaining a customer-first attitude
● Ability to handle confidential information appropriately
● The ability to work in a team environment
● The ability to focus on multiple tasks, prioritize, and address peak workloads at various times of the year
● Excellent attendance
● Excellent attention to detail and accuracy in all aspects of daily work ● Ability to work under pressure to meet firm deadlines
● Loyalty to Caston School Corporation
Pay: $15.00 - $18.00 per hour
Benefits:
- Dental insurance
- Health insurance
- Health savings account
- Paid time off
- Retirement plan
- Vision insurance
Work Location: In person
