Superintendent's Secretary
260 days - Monday - Friday
7:30 a.m - 3:30 p.m. - 7.5 hours a day (half hour unpaid lunch)
Reports to: Superintendent
Job Objectives: Serves as confidential secretary to the superintendent. Provides administrative support services necessary for the effective management of school operations.
Minimum Qualifications:
*High school diploma and a satisfactory pre-employment skill test score.
*Post-secondary secretarial or office management training is desirable.
*Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
*Documentation of a clear criminal and ethical record.
*Complies with drug-free workplace rules and board policies.
*Bookkeeping skills and the ability to compute mathematical data accurately.
*Congenial telephone etiquette and experience operating a multi-line system.
*Multitasking ability and strong diplomacy skills.
*Proficient in office protocol and the use of information technology systems.
*Proficient in data entry, spelling, proofreading, and the correct use of grammar.
*Proficient in the use computer software and maintenance of office records.
*Strong organizational, planning and project management skills.
Responsibilities and Essential Functions:
The following duties are representative of performance expectations. A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.
*Performs secretarial and administrative support duties. Takes the initiative to perform routine tasks independently. Organizes and maintains a functional filing system that ensures the safe retention and efficient retrieval of office records.
*Upholds board policies and follows administrative procedures.
*Promotes a favorable image of the school district. Supports community partnerships that enhance district programs and services.
*Respects personal privacy and understands FERPA. Maintains the confidentiality of privileged information.
*Answers the telephone. Directs calls based on the nature of the inquiry.
*Takes/delivers messages. Manages calls efficiently to keep telephone lines open.
*Maintains an office calendar as directed. Schedules appointments as directed.
*Maintains a district wide building use calendar.
*EMIS responsibilities and tasks as directed.
*Student registration and enrollment as directed.
*Acknowledges visitors. Determines the reason for their visit. Answers questions. Verifies appointments. Directs visitors to the appropriate person.
*Prepares message boards, displays, and bulletin boards as directed.
*Keeps up-to-date with building procedures. Helps keep students, parents, and staff informed about procedural changes as directed. Refers inquiries requiring policy interpretation to administrative staff.
*Uses a computer to prepare and process information (e.g. input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
*Verifies the accuracy of database information as directed.
*Type’s reports required by the Ohio Department of Education.
*Maintains student discipline files (e.g. letters, student expulsions, hearings, etc.).
*Types Board agendas and assembles meeting packets. Prepares a board meeting summary for public distribution.
*Prepares as directed the annual report and district calendar.
*Updates board policy and administrative procedure manuals.
*Maintains personnel database and records as directed. Process certification/licensure renewals. Verifies proper placement of employees on salaries scales.
*Maintains contract status and extracurricular assignments and contracts.
*Maintains tuition reimbursement records. Provides data to the treasurer’s office.
*Maintains seniority lists of bargaining unit employees and non-bargaining unit employees.
*Records minutes of any meeting as directed by the Superintendent.
*Prepares and maintains information and data related to collective bargaining and the negotiated agreements.
*Composes and types routine correspondence, memos, notes, forms, etc.
*Collects, compiles, edits, and types statistical data and reports as directed.
*Uses photocopying and duplicating equipment to reproduce documents.
*Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
*Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
*Types, duplicates, assemble, and processes routine and special mailings.
*Helps gather information and type’s grant/foundation proposals as directed.
*Assists with committee assignments and/or special projects as directed.
*Prepares purchase orders as directed. Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.).
*Monitors and reorders office supplies to maintain reliable service levels.
*Maintains forms related to administrative procedures and program functions.
*Maintains human resource information (e.g. applications, posting of positions, citizenship verification forms, accident reports, district calendars, obtain and file teaching certificates, etc.).
*Issues student work permits.
*Coordinate student training/employment program for clerical assistance in the various building offices.
*Keeps files and supplies properly stored to maintain an orderly office.
*Periodically discards archived records as directed. Follows the records retention and disposal schedule adopted by the board.
*Takes precautions to ensure staff/student safety. Watches for student behavior that may indicate a problem (e.g., profanity, teasing, bullying, distress, etc.). Intervenes and/or reports concerns to an administrator.
*Reports evidence of suspected child abuse as required by law.
*Keeps current with advances in office technology. Updates office procedures.
*Places calls for maintenance and repair services as directed.
*Cross-trains with other office staff as directed. Offers assistance when needed.
*Participates in staff meetings and professional growth opportunities as directed.
*Accepts personal responsibility for decisions and conduct.
*Wears appropriate work attire and maintains a neat appearance.
*Strives to develop rapport and serve as a positive role model for others.
*Performs other specific job-related duties as directed.
Abilities Required:
The following characteristics and physical skills are important for the successful performance of assigned duties.
*Demonstrates professionalism and contributes to a positive work environment.
*Performs prescribed activities efficiently with limited supervision.
*Reacts proactively and productively to interruptions and changing conditions.
*Effectively uses verbal, nonverbal, writing, and listening skills.
*Completes paperwork accurately and timely. Verifies and correctly enters data.
*Maintains an acceptable attendance record and is punctual.
Supervisory Responsibility:
Under the direction of the superintendent: plans work assignments, provides instructions and monitors assigned staff. Promotes teamwork and helps staff as needed to successfully accomplish delegated duties.
Working Conditions:
Exposure to the following situations may range from remote to frequent based on circumstances and factors that may not be predictable.
*Duties may require lifting, carrying, and moving work-related supplies/equipment.
*Duties may require operating and/or riding in a vehicle.
*Duties may require traveling to meetings and work assignments.
*Duties may require performing repetitive tasks quickly.
*Duties may require prolonged use of a computer keyboard and monitor.
*Duties may require standing, reaching, bending, crouching, and/or kneeling.
*Duties may require working extended hours.
*Duties may require working under time constraints to meet deadlines.
*Potential for exposure to adverse weather conditions and temperature extremes.
*Potential for exposure to blood-borne pathogens and communicable diseases.
*Potential for interaction with disruptive and/or unruly individuals.
Performance Evaluation:
Job performance is evaluated according to the policy provisions adopted by the Keystone Local School District Board of Education.
The Keystone Local School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, gender, national origin, age, or disability. This job description summary does not imply that these are the only duties to be performed. This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.
Apply online via Applitrack
Visit our website at www.keystonelocalschools.org