The primary purpose of this job is to provide clerical support to one or more functions of a middle or high school. Work is usually coordinated by the office manager and/or a building administrator. Functional areas covered by this job include: main office, counseling, attendance, health clinic, student registration, and other areas identified by the building principal.
Responsibilities for this job usually involve more than one functional area. Although the functions listed below are considered essential functions, their association with any particular position will depend on the configuration of duties determined by the building principal.
Provide first aid medical care to ill or injured students; contact parents and arrange transportation as needed; administer medications as authorized.
Collect student forms; maintain health-related records; enter health-related information into student database.
Maintain data regarding temporary schedule changes for injured students; facilitate accessibility for temporarily or permanently disabled students.
Assist school nurse with record-keeping and scheduling of appointments.
Counseling/Student Registration Support
Greet students; schedule appointments with counselors.
Gather information and assemble records of entering students; assist in the orientation of new students. Prepare records for student withdrawals; oversee return of books/materials and payment of fines.
Receive referrals from staff for student participation in Saul Haas Program. Complete disbursement report form; obtain appropriate signatures; forward application to District Office; maintain checking account; reconcile checking account with activity account; compile and submit annual report.
Receive student academic progress reports from teachers; sort, collate, and mail reports to parents.
Establish and maintain files of counselor-related data.
Organize standardized testing programs; inventory and distribute testing materials; monitor student participation in testing; schedule make-up testing sessions; collect completed testing materials and return to appropriate office.
Monitor work of identified students; assist identified students with organizing academic assignments including homework; report progress of identified students to counselors.
Assist counselors with organization/coordination of special events and field trips.
Process daily attendance issues. Admit students who have been absent or arrive at school after the beginning of the school day; respond to general questions from students or parents about attendance or truancy; process requests for early dismissal; enter absences/attendance deviations by student by period into database; process data for calls to parents using automated telephone dialing system.
Receive and respond to incoming telephone calls. Respond to inquiry or, if necessary, document concern, research issue and call back with response; route call to another staff member if appropriate.
Process student attendance for substitute teachers. From the student database, print individual sheets listing students enrolled in each class for each absent teacher; meet with substitute teacher and review process for marking student attendance on the sheets; collect completed sheets from substitute teachers and enter attendance data into the student database.
Assist in maintaining building compliance with state law regarding student attendance (Becca Bill). Assist with tracking attendance and sending letters to parents.
Process attendance-related discipline by entering detentions and other disciplinary actions into the student database and track completion of assigned discipline
Screen adults who wish to see a student or request early dismissal. Check ID of police, court personnel, or authorized District or external-agency staff; verify whether parent or another adult has authorization to visit with or release a student.
General Office Support
Prepare correspondence, forms, memoranda, generate reports; proof and edit various documents; prepare, assemble, duplicate and distribute documents via hardcopy and electronic copy; sort and distribute mail.
Greet office visitors and answer telephone calls; provide information, take message, or route visitor/caller to the appropriate staff member; communicate with administrators and custodian using mobile communications equipment.
Process student fines. Maintain fine list; collect fine payments and other fees; issue receipts; count, verify and deposit funds collected; compile reports for building and district use.
Compile information, prepare and distribute student and staff daily bulletins.
Distribute and collect free and reduced lunch program forms; advise students/parents regarding the completion of forms.
Distribute, collect, review and forward Medicaid Match forms to appropriate District staff member.
Distribute and process extra-hour forms and travel requests.
Order and distribute textbooks.
Perform minor maintenance and replenish supplies for office equipment; arrange for major maintenance and repair.
Provide a variety of back-up and peak-load assistance to student registration, counseling, school nurse, main office, and/or attendance office.
Assist in overseeing work of student assistants including training, assigning of tasks, and recommending grades.
Assist in supervising students in hallways, lunchroom, and/or locker room; monitor student behavior, maintain discipline, maintain student safety; take action to stop and redirect inappropriate student behavior; assist in documenting student discipline including scheduling and recording of detentions.
Employee Attendance Expectation
- Maintain regular attendance; adhere to board policy and leave provisions as stated in the collective bargaining agreement.
- Other essential functions related to this job may be identified by the building principal and appropriate Human Resources staff.
Successful job incumbents will demonstrate a level of the knowledge, skills and abilities as listed below.
Education and Experience
High school diploma or equivalent with training in secretarial procedures and two years of increasingly responsible secretarial experience are required. Advanced technical training in secretarial procedures may substitute on a month-for-month basis for up to two years of required experience.
Required Knowledge, Skills and Abilities
Knowledge of correct grammar, spelling, and English usage.
Effective oral/written communication skills.
Ability to be flexible in adjusting plans and activities as priorities change.
Ability to coordinate multiple requests, schedules and activities.
Ability to deal with children in a caring and confident manner.
Ability to deal with sensitive information and honor confidentiality.
Ability to establish and maintain effective working relationships with staff, parents, students, outside vendors, and general public.
Ability to evaluate multiple demands and assign priority for each in order to maximize production and accuracy.
Ability to operate and trouble-shoot office equipment and machinery including copiers, printers, scanners, facsimile machines, and telephone equipment.
Ability to operate computer including advanced applications using word processing, spreadsheet, database, and specialized software.
Ability to remain consistent, calm and fair under pressure.
Ability to screen student illness or injuries; ability to treat minor injuries.
Ability to synthesize and organize a variety of documents and maintain both hardcopy and electronic files of these documents.
Ability to understand and apply state laws and resulting regulations relating to student attendance and other student issues.
Cultural Competency; ability to effectively work with diverse populations.
Current first aid, cardiopulmonary resuscitation (CPR), and automated external defibrillator
(AED) certification required.
Benefits: Consistent with the RESP Agreement.
* * The list of essential functions in this job description is not exhaustive and may be supplemented as necessary by determination of an appropriate administrator and Human Resources.