Washington County School District

Job Description

Job Title: Administrative Secretary, Elementary Education

Department: Elementary Education

Reports To: Assistant Superintendent Elementary Education

FLSA Status: Nonexempt

Salary Schedule: SC-10

Prepared By: Assistant Superintendent Elementary Education

Prepared Date: 1/23/06

Approved By: Human Resources Director

Approved Date: 1/23/06 (revised 4/20/10)

SUMMARY

Performs administrative secretarial duties for the Assistant Superintendent Elementary Education at the District Office by performing the duties listed below.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned as necessary.

Answers telephone to provide information, take message, or transfer calls.

Screens incoming calls and correspondence and responds independently when possible.

Greets scheduled visitors.

Assists Superintendent with testing programs. Maintains records, reports, and other material essential to program.

Collects and maintains applicable records; attendance data; communicates with parents and administrators. Provides secretarial support for expulsion, attendance, and open enrollment hearings

Answers and screens administrator's telephone calls, and arranges conference calls.

Organizes and maintains file system, and files correspondence and other records.

Updates computer data files with a wide variety of student information.

Acts as custodian of documents and records.

Makes copies of correspondence or other printed materials.

Creates and maintains database and spreadsheet files.

Prepares outgoing mail and correspondence, including e-mail and faxes.

Compiles and files student grade and attendance reports and other school records.

Reads and routes incoming mail. Locates and attaches appropriate file to correspondence to be answered.

Estimates and plans budget requirements and reports. Maintains information needed for budget purposes.

Assists Assistant Superintendent with applicable school, community, State level and other activities.

Obtains student information by calling other schools, professional agencies, and parents.

Maintains applicable calendars.

Assists Administrator with by monitoring expenditures, and tracking applicable program funds.

Assists the preparation of reports for federal, state, and local regulatory agencies to include enrollment reports and projections.

Contracts with agencies for needed services.

Monitors activities related to district student attendance, discipline, expulsion, and safe school programs.

Assists administrators and related service personnel within the District in providing information to elementary school principals.

SUPERVISORY RESPONSIBILITIES: This position has no supervisory responsibilities

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: Associate's degree (A. A.) or equivalent from a two-year college or technical school; or six months to one year related experience and/or training; or equivalent combination of education and experience.

TECHNICAL SKILLS: Advanced proficiency with Word and Excel spreadsheets required with aptitude in desktop publishing for creative layout and design. Knowledge and/or the willingness to learn the District’s fiscal software Sungard, Kronos-HR, ARC4-travel, and Power School is essential;

LANGUAGE SKILLS: Ability to read and produce written documents with clearly organized thought using proper sentence construction, punctuation and grammar; ability to speak effectively with educators, parents and the public either in person or on the telephone.

MATHEMATICAL SKILL: Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to enter numerical data or information into a terminal or PC that produces spreadsheets, flowcharts, diagrams and charts reflecting departmental data.

REASONING SKILLS: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

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 sit for extended periods of time; use hands; talk and hear. Mobility is required to stand, walk, and reach with hands and arms. The employee must regularly lift and/or move up to 10 pounds, frequently lift and/or move up to 25 pounds, and occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, 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.