The job of Front Desk School Secretary is done for the purpose/s of providing secretarial support to assigned personnel; communicating information to staff, the public and other school systems; ensuring compliance with financial, legal and administrative requirements; and providing information and/or direction.
Essential Functions
Responsible for managing the front office space to promote a welcoming and safe enviornment for students and our community.
Attends meeting as assigned for the purpose of conveying and/or gathering information required to perform functions.
Coordinates a variety of programs and activities (e.g. meetings, coordinating the substitute employee process and assignments) for the purpose of delivering services in conformance to established guidelines.
Evaluates situations (e.g. involving other staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
Maintains inventories of supplies and materials for the purpose of ensuring items availability.
Monitors assigned Division activities and/or program components for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.
Performs other related duties as assigned for the purposed of ensuring the efficient and effective functioning of the work unit.
Performs record keeping (confidential and non-confidential) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting assigned administrator and/or site with necessary materials.
Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
Processes documents and materials for the purpose of disseminating information to appropriate parties.
Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements.
Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.
Job Requirements: Minimum Qualifications
Skills, Knowledge and Abilities
SKILLS are required to perform single, technical tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including using pertinent software applications; performing standard bookkeeping; planning and managing projects; and preparing and maintaining accurate records. Specifically knowledge of Power School, TimeClockPlus, Google Suite, Microsoft Office and Frontline Technologies’ AESOP system is highly preferred.
ABILITY to gather, collate, and/or classify data; and use basic, job related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job related equipment. In working with others, problem solving is required to identify issues and create action plans. Specific abilities required to satisfactorily perform the functions of the job include: culturally responsive customer service, communicating with diverse students, families and colleagues; maintaining confidentiality; meeting deadlines and schedules; working as part of a team; working with detailed information/data; and working with frequent interruptions.
Responsibility
Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; and monitoring budget expenditures. Utilization of some resources from other work units may be required to perform the job’s functions. There is some opportunity to impact the Organization’s services.
Experience Culturally responsive customer service is required.
Bilingual in English and another World Language (Spanish, French, Urdu, Arabic, Farsi preferred).
Education High School diploma or equivalent.
Clearances Criminal Justice Fingerprint/Background Clearance
FLSA Status Non Exempt
Physical Conditions
Work is typically performed in an school office setting primarily sitting at office equipment, with occasional walking throughout the school building. Lifting and carrying of objects weighing up to 30 pounds is required. Frequent operation of computers, printers and a variety of office machines is required. Regular, daily contact is made with school administrators, school counselors, teachers, students, parents, and the general public.
Evaluation
Performance will be evaluated by a school administrator on the ability and effectiveness in carrying out the above responsibilities.
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