Job Description

Overview of Position

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The Administrative Secretary - Elementary provides secretarial support to school site, establishes and maintains records, compiles and distributes materials and reports, and responding to inquiries from a variety of internal and external sources.

Essential Functions

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Collects payments for a variety of events (e.g. fines, fees, Pay for K, fund raisers, etc.) for the purpose of depositing in proper District accounts. Communicates with parents, students, staff, etc. in person, by telephone or letter (e.g. schedules, bus delays, attendance, events, etc.) for the purpose of providing information on a variety of activities and departmental functions. Administers and maintains the SAP/timekeeping system and SubFinder for the building, i.e., staff absences, extra time, overtime, substitutes, time reporting, etc. Coordinates classroom and program supervision in the absence of a certificated or classified substitute for an absent employee. Compiles data from a variety of sources (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of complying with financial, legal and/or administrative requirements. Composes documents for assigned area (e.g. project status, surveys, letters, bulletins, reports, etc.) for the purpose of documenting events, providing and/or requesting information. Coordinates a variety of programs and/or activities (e.g. proper distribution of materials, arrangements for conferences, meetings, travel and field trip requirements, personnel to proctor exit assessments, etc.) for the purpose of delivering services in compliance with established guidelines. Coordinates master school calendar and teacher's calendars for the purpose of scheduling school events, principal meetings, teacher/parent sign-ups and other information. Informs personnel regarding a variety of procedures and program requirements for the purpose of providing necessary information for making decisions, taking appropriate action and/or complying with established statutory, regulatory, State and Federal guidelines. Maintains a wide variety of documents, files and records, both manual and electronic (e.g. purchase orders, invoices, etc.) for the purpose of documenting activities, providing up-to-date reference and audit trail. Maintains inventories, ordering when necessary, unpacking and reconciling invoice (e.g. supplies, materials, etc.) for the purpose of ensuring items' availability. Maintains student data on Power School and creates data for new students for the purpose of keeping all student information current and up to date. Participates in meetings, including building governance, trainings, workshops, seminars, conferences, etc. for the purpose of conveying and/or gathering information required to perform functions. Prepares a wide variety of reports and written materials (e.g. correspondence, notices, reports, letters, memorandums, tables, graphs, charts, etc.) for the purpose of documenting activities, providing written reference and/or conveying information. Processes a variety of documents and materials (e.g. vendor billings, supply orders, requests for repair and maintenance, etc.) for the purpose of disseminating information in compliance with program, District, State and Federal requirements. Reconciles account balances and pays bills (e.g. bank statements, cash and grant receipts, settlements, etc.) for the purpose of maintaining account balances and complying with related policies, practices and/or regulations. Responds to inquiries from a wide variety of internal and external parties (e.g. District staff, other schools, State and Federal agencies, general public, students, parents, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction. Serves as liaison to the School's PTA. Supervises students during school hours (i.e., recess duty, hall, transportation, discipline, etc.) for the purpose of ensuring a safe school environment. Serves as a member of the building's emergency team in the event of a disaster/emergency. During enrollment periods markets the school to prospective families.

OTHER FUNCTIONS:

Answers incoming telephone calls for the purpose of screening calls, transferring calls, responding to inquiries and/or taking messages. Serves as Test Coordinator. Administers, under the direction of a health care professional, medication and/or minor first aid to students (e.g. treat bee stings, rashes, wounds, prescriptions, etc.) for the purpose of meeting immediate health care needs and determine if more serious care is needed. Performs related duties consistent with the scope of the position.

REPORTING RELATIONSHIPS:

Reports to Principal, assigned elementary school.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES:

Knowledge

Required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions. Specific knowledge required to satisfactorily perform the functions of the job includes: business telephone etiquette; concepts of grammar and punctuation; safety practices and procedures; and accounting and bookkeeping principles.

Skills

Required to perform multiple, non-technical tasks with a need to occasionally 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 pertinent software applications; and preparing and maintaining accurate records.

Ability

Required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data; and use job-related equipment. Flexibility is required to independently 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 significant 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. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; displaying tact and courtesy; maintaining confidentiality; setting priorities; being attentive to detail; working as part of a team; and working with frequent interruptions.

RESPONSIBILITY:

Responsibilities include: working under limited supervision using standardized practices and/or methods; leading, guiding, and/or coordinating others; and tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to impact the Organization's services.

CONDITIONS/DISCLAIMERS:

The above statements are intended to describe the general nature and level of work being performed by people assigned to this position and are not to be construed as an exhaustive list of all responsibilities, duties and skills.



Employees may be required to perform duties outside of their normal responsibilities from time-to-time as needed. District employees are not authorized to make promises of employment for a particular period of time, or promises of a particular level of compensation or benefits to job applicants for certified or classified positions, and that any such agreement must be in writing and signed by the Superintendent. Any verbal or written statements to that effect by District employees other than the Superintendent are null and void. Additionally, nothing in this job description restricts management's right to assign or reassign duties and responsibilities to this job at any time.

Typical Qualifications

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EDUCATION

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High school diploma or GED equivalent and one (1) year of college or business school.

EXPERIENCE

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Three (3) years of work experience which must include tow (2) years of increasingly responsible clerical/secretarial experience working with the public in a service capacity. Working experience in a school setting can be substituted for two (2) years of clerical experience.

SUBSTITUTION

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Work experience in a school district office can be substituted for the listed education requirement.

REQUIRED TESTING

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None.

CERTIFICATIONS & LICENSES

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Valid State of Washington Driver's License or equivalent mobility.

CONTINUING EDUCATION/TRAINING

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Power School; SAP

CLEARANCES:

Criminal Justice fingerprint background clearance