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High School Secretarial Supervisor

  • Supervisory

Salary range: 86

Reports to: Principal

OVERVIEW

Under general supervision of the principal, serve as secretary to the Principal of a high school. Relieve the Principal of office and routine responsibilities by planning, organizing, supervising and participating in the school office manager operation and performing a variety of difficult and complex clerical tasks; related work as required.

QUALIFICATION
  • High School Diploma or equivalent required, supplemented by additional training in office organization and secretarial skills
  • A.A. degree preferred
  • Three years of increasingly responsible secretarial experience which has included the exercise of independent judgment, preferably including experience in a public school system, or any combination of training and experience that could likely provide the desired knowledge and abilities
  • Must have and maintain certification in First Aid and CPR.
RESPONSIBILITIES/DUTIES
  • Act as secretary to the High School Principal.
  • Maintain and prepare attendance reports for employees
  • Assist in budget preparation
  • Handle emergencies concerning employees and/or students, making decisions independently or recommending action as appropriate
  • Perform a wide variety of secretarial work, including typing/word processing, proofreading, filing, recording information, preparing bills, vouchers, and requisitions from data submitted by others, and processing and distribution of all correspondence, much of which is of a confidential nature
  • Maintain a high degree of confidentiality regarding all aspects of the School Site operation
  • Supervise office personnel, organize and expedite the work flow of the school site, and offer guidance and direction to other school personnel as needed; guide and instruct other clerical employees in their work
  • Serve as a major Program Information Resource person, acting as liaison between schools, Department, District Office, and other locations. Dispense pertinent information and direction to students, parents, staff, and visitors
  • Establish, maintain and insure proper use of confidential files, which may include student, personnel, and payroll records
  • Compose correspondence, independently or in accordance with general instruction, on a wide range of subjects requiring a knowledge of procedures and policies of the school, District, or assigned area
  • Attend meetings as recorder, preparing minutes from notes. Type and compose a variety of materials from brief verbal or written instruction
  • Take and transcribe dictation (or uses dictation equipment) for letters, memos, and reports, including information of a confidential or sensitive nature.
  • Screen correspondence and telephone calls for administrator and staff. Maintain multiple calendars. Organize appointments and staff meetings, and make arrangements for school visitations and facility use
  • Exercise diplomacy in answering questions and resolving situations involving students, parents, public, location staff, and district personnel through knowledge of school policies and general District rules and regulations
  • Perform First Aid and care for injured/ill students, taking full responsibility for students' welfare in the absence of School Nurse or Administrator. Dispense medicine to students according to Physician's orders
  • Compile, develop, and design reports, handbooks, newsletters and special projects from a variety of sources
  • Perform a variety of secretarial work involving use of independent judgment, accuracy, speed, and confidentiality
  • Relate well to a variety of individuals, including students, parents, staff, and the community
  • Perform secretarial work without continuous supervision and coordinate the work of others
  • Maintain a professional demeanor at all times
  • Understand and carry out oral and written instructions
  • Type a net corrected speed of 65 words per minute, take dictation at a speed of 80 WPM and transcribe it accurately, or use dictation equipment with proficiency
  • Set up and maintain filing systems
  • Other duties as assigned
  • Maintain cooperative working relationships with those contacted in the course of work, protecting confidentiality of specified information.
KNOWLEDGE, SKILLS & ABILITIES
  • Knowledge of District policies, rules, and regulations applicable to the school site;
  • Proficiency in current technology, software applications, office methods, procedures, and equipment, including receptionist and telephone techniques;
  • Correct English usage, spelling, grammar, punctuation, and fundamental mathematical calculation;
  • Numerical, alphabetical and subject matter filing systems;
  • Principles of supervision and training;
  • Strong computer skills including MS Word, Excel, PowerPoint, Email and communication software and Student Information Systems;
  • First aid, CPR, and emergency preparedness.
PHYSICAL DEMANDS

The physical demands 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 with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to stand; walk; use hands to finger, handle, or feel objects, tools, or controls; and talk or hear. The employee frequently is required to reach with hands and arms. The employee is frequently required to sit and occasionally required stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 25 pounds or more. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is performed in a standard office environment; the employee is occasionally exposed to risk of electrical shock. Position requires direct contact with students; may involve exposure to blood-borne pathogens and communicable diseases; The noise level in the work environment is usually moderate.

Work Year: Hourly

Revision Date: 04/17/2009

Initial date: 03/01/1974

Equal Opportunity Employer in compliance with the Americans with Disabilities Act and all other applicable federal, state, and local laws.