AVONDALE SCHOOL DISTRICT
LOCATION: Avondale Middle School
TITLE: Building Secretary
FTE: 1.0
SCHOOL YEAR: 2024-2025
WORK YEAR: 44 Weeks
SUPERVISES: None
JOB SUMMARY: Provide secretarial support to Building Principal
HOURS: 7AM-3:30PM
QUALIFICATIONS:
- High school diploma or general education degree (GED).
- Must pass a secretary test that consists of multiple choice questions pertaining to grammar, filing and punctuation, as well as creating a google spreadsheet and type a letter.
- Must be reliable.
- Must be able to use Google platform including Google Drive, Calendar, Docs, SPreadsheets & Slides.
- Ability to multi-task and learn new systems.
- Navigate a fast paced environment.
- Will be responsible for assigning substitutes, making deposits, ordering supplies, and balancing accounts.
- Manage student, parent and staff needs with a smile.
- Effective communication skills, both orally and in writing.
- Prioritize the order of needs.
- Maintain confidentiality.
- Minimum one year of school secretary related experience.
- Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
- Ability to write routine reports and correspondence.
- Ability to speak effectively with parents, staff and students.
- Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals.
- Ability to apply common sense understanding to carry out detailed written or oral instructions.
- Ability to deal with problems involving a few concrete variables in many situations.
- Demonstrated ability to operate a personal computer including but not limited to district management, word processing and spreadsheet software and web-based applications as needed.
- Ability to develop effective working relationships with students, staff and the school community.
DUTIES AND RESPONSIBILITIES:
- Maintain strict confidentiality in dealing with all records and school business.
- Regular, reliable and punctual attendance is an essential function of the job.
- Makes and receives department phone inquiries, takes messages, routes calls.
- Operates and maintains standard office equipment.
- Opens and distributes department mail.
- Building liaison to staff, students and public including production of monthly newsletter, electronic sign content, school website updates and electronic mail blasts as needed.
- Assist with visitors by utilizing the Visitor Notification System in accordance with the Board of Education policy.
- Prepares, types, copies, distributes, files records/reports, correspondence, mailings etc. related to department function.
- Maintains and updates the departmental filing system.
- Assist with collecting and disbursing monies received through the building including petty cash, armored car deposits and PCard activities.
- Maintain and update student daily attendance files.
- Assist and orient substitute teachers and building substitutes.
- Assist in building events including but not limited to picture day, parent-teacher conferences, and curriculum night.
- Maintain supplies and student records for the health room.
- Update, compile and collect the end of year checklist for building staff.
- Create and maintain building calendar throughout the school year via the rental scheduler.
- File a weekly communicable disease report to Oakland County Health Department.
- Coordinate care for students with an immediate medical or behavioral need.
- Request student records for newly enrolled students.
- Develop and maintain an updated job specific handbook.
- Enters and maintains student information into student database including emergency contacts and scheduling.
- Collects and reconciles attendance/payroll for school staff.
- Other duties as assigned.
PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands and work environment described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals to perform the essential functions. The employee is required to stand, walk and reach with hands and arms. The employee must lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision and depth perception. The noise level in the work environment is usually moderate. The employee frequently interacts with the public and staff and must regularly meet multiple demands.
The information contained in this job description is for compliance with the American with Disabilities Act. (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
