Lewistown Public Schools

Job Description

Job Title:               SCHOOL SECRETARY               

Classification:        SECRETARY

Reports To:           Activities Director/Principal / Business Manager / Superintendent

FLSA Status:         Non-exempt/Classified

Revised Date:        March 20, 2018

Work Hours:         8 Hours/Day - 215 Days per School Year

SUMMARY - To assure smooth and efficient operation of the assigned office area and personnel.  In all instances, the secretary will maintain necessary confidentiality regarding staff and students.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  Other duties may be assigned

• Works cooperatively and effectively with staff, supervisor, students and public.
• Proficient in the use of computers and understands database software programs.
• Able to use a computer to accurately prepare a variety of materials, such as business letters, student records, reports, memos, monthly statements, etc. from rough drafts or corrected copy.
• Is responsible for maintenance of student records to include, but not limited to, grade sheets, transcripts, permanent record folders, immunization records, population reports, student schedules, honor rolls, GPA's, class ranks and midterm reports.
• Files correspondence and other records.
• Is responsible for submitting Purchase Order and Credit Card requests in reference to ordering supplies, books, travel arrangements, etc. and, in turn, verifying receipt of items ordered.
• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.
• Ability to interact with school aged children in a caring and compassionate manner, including providing basic first aid when necessary.
• Makes copies of correspondence or other printed matter.
• Prepares outgoing mail.
• Primarily responsible for processing free or reduced lunch applications.
• Performs various related bookkeeping functions accurately and efficiently.
• Maintains an attractive and comfortable reception area.

This job description is not intended to be all-inclusive and the employee will also perform other duties as assigned by the Building Principal and the Superintendent of Schools.

QUALIFICATIONS:  To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE:  Must have a high school diploma or GED.  Previous secretarial experience a plus.  Must be proficient in the business area, including typing, filing, record keeping and the use of computers and database software programs.

LANGUAGE SKILLS:  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 before groups of customers or employees of organization.

MATHEMATICAL SKILLS:  Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.  Ability to compute rate, ratio, and percent.

TECHNOLOGY SKILLS:  The work environment has increasingly become technology driven.  School District #1 expects staff to meet reasonable expectations in the use of computers and other technology.

REASONING ABILITY:  Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form.  Ability to deal with problems involving several concrete variables in standardized situations.  Must maintain good composure in pressure situations.

PHYSICAL DEMAND:  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 sit; use hands to finger, handle, or feel; and talk or hear.  The employee frequently is required to stand, walk, and reach with hands and arms.  The employee is occasionally required to climb or balance; stoop, kneel, crouch.  The employee must occasionally lift and/or move up to 10 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and 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.  The noise level in the work environment is usually moderate.

PERSONAL CHARACTERISTICS:  Employees of Lewistown School District #1 must exhibit acceptable work habits and perform tasks in a professional manner by adhering to the following guidelines:  Maintain proper grooming and dress consistent with the type of task being performed; be regular in attendance and punctual for work; initiate tasks in a self-directed manner and perform work with a minimum of supervision; organize work and manage time to achieve efficiency and high quality of work; perform tasks neatly and accurately in accordance with desired quality and quantity; provide positive feedback to supervisor(s) for implementing ideas which will make the work assigned more effective and efficient; maintain self control and a friendly, outgoing disposition; and maintain confidentiality of related work matters as applicable.

DRUG FREE WORKPLACE:  Screening tests for alcohol and illegal drug use may be required before hiring and during your employment in Lewistown Public Schools.  Employees of the Lewistown Public Schools must submit to a fingerprint criminal background check.  Any appointment will be contingent upon the results of the criminal background report received from the Department of Justice, which must be acceptable to the Board of Trustees, in its sole discretion.

EVALUATION:  Performance of this job will be evaluated in accordance with provisions of the Board's policy on Evaluation of Professional Personnel.