Building Secretary - Voyager Elementary School

Position Title: Elementary Building Secretary - Voyager Elementary

Reports To: Building Principal

Union Affliation: HESPA

Days/Hours: Monday - Friday, 40 hours/week; 8:00 AM - 4:30 PM

SUMMARY:

The Elementary Building Secretary assists, supports, and works closely with the Building Principal and Elementary Clerk to enhance the professional and efficient operation of the building so that the maximum positive impact on the education of children can be realized.

ESSENTIAL FUNCTIONS:

• Purchasing - all teaching materials, capital outlay, bid materials, etc. for building, staff, students, and principal
• Account/Budget Management - monitor accounts (balances, appropriate expenses, etc.) process budget and expenditure transfers, reconcile deposits and expenses with central office records
• Receiving/Order Processing - check-in deliveries, send to central office for payment, process returns and damage claims
• Conference Requests - process registrations, purchase orders, check requests, etc. for any staff member attending a conference

Student Management

• Maintain student database files at the building level
• Act as liaison to transportation department, food service, media center, teacher, counselor

Payroll

• Collect timesheets from support staff
• Process sub slips
• Assign appropriate account numbers on timesheets and sub slips
• Prepare payroll report for central office

Building Use

• Schedule after-school use of building
• Maintain calendar of building use
• Process district forms regarding building use/equipment use
• Maintain building maps

Clerical

• Greet all visitors to the office
• Daily communication with parents, students, staff, administration
• Phone
• Filing
• Correspondence
• Assist in maintenance of building equipment (classroom amplification systems, phones, etc.)
• Mail distribution
• Email distribution lists
• Assign substitutes to ensure all classrooms/support staff positions have coverage (AESOP, EDUStaff)
• Staff leave reports
• Newsletters
• School calendar
• Maintain M-STEP and MI-Access testing materials
• Secretarial duties to Principal (PTO liaison, compensation time, memos, aide time, emergency drills, staff lists, staff handbooks, etc.)
• School website
• School marquee
• Year-end checkout with staff
• Maintain building key sign-out
• Liaison with school photography company

Clinic

• Distribution of medication to students as required by physician/parent
• Maintain log of all medications dispensed
• Care of ill/injured students
• Communication with parents re illness/medication
• Maintain log of student illness/injured
• Attend training sessions as necessary.

Maintains regular, predictable attendance.

Any other duties assigned by the Building Principal.

QUALIFICATION REQUIREMENTS:

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.

SUPERVISORY RESPONSIBILITIES:

None.

EDUCATION AND EXPERIENCE:

• High school diploma or equivalent.
• Successful completion of the Secretarial Assessment.
• Prefer prior clerical experience within a public school setting.

LANGUAGE SKILLS:

• Ability to effectively present information and respond to questions from administrators, students, staff and the general public consistent with the duties of this position.
• Ability to read and comprehend instructions and correspondence.
• Must have phone skills and communicate with people over the phone.

MATHEMATICAL SKILLS:

• Ability to add, subtract, multiply and divide in all units of measure consistent with the duties of this position.
• Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations consistent with the duties of this position.

REASONING ABILITY

• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists consistent with the duties of this position.
• Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form consistent with the duties of this position.

• Ability to perform duties with awareness of all District requirements and Board policies.
• Ability to work with individuals and groups of students to support academics and behavior management.
• Ability to establish and maintain effective working relationships with students, parents, staff members and the school community.
• Ability to demonstrate ethical behavior and confidentiality of information about students in the school environment and the community.
• Ability to portray a professional demeanor in appearance and behavior.
• Ability to react well under pressure, handle and balance multiple demands at one time, work with frequent interruptions and perform duties and tasks at expected levels of professionalism with minimal supervision.
• Ability to learn new skills, flexibility and willingness to perform a variety of tasks.
• Remain current and updated regarding computer technology.
• Ability to create documents that are well organized and display information that is logical and graphically appealing.
• Proficient in problem solving skills.
• Accurate and detail oriented.
• Ability to work well with others including administrative and support staff team, and follows written and oral directions and completes assignments given.
• Excellent interpersonal skills with ability to communicate effectively, speaking clearly and communicating thoughts succinctly.
• Excellent grammatical, spelling and punctuation skills.
• Ability to work without direct supervision.
• Computer skills: Knowledge of Microsoft Word, Powerpoint and Excel, PowerSchool, Google mail, and Internet.
• Excellent organizational skills.
• Bookkeeping skills.
• Must know how to operate and maintain: copy machines, telephones, computers, etc.

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 frequently required to stoop, reach, stand, walk, lift, pull, push, grasp, talk, hear, see and use repetitive motions, While performing the duties of this job, the employee may frequently lift and/or move at least 25 pounds of materials. Specific vision abilities required by this job include close vision such as to read handwritten or typed material, and the ability to adjust focus. The position requires the individual to meet multiple demands from several people and interact with the public and other staff.

ENVIRONMENTAL ADAPTABILITY:

The work environment characteristics described herein 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 moderate to loud.

The work environment is normally indoors with controlled climate conditions. Occasionally the employee may be required to be outdoors for a short period of time, and therefore subject to varying weather conditions, for purposes of accomplishing the essential functions of this job.

FUNCTIONS OF POSITION DESCRIPTION:

This position description has been prepared to define the general duties of the position, provide examples of work and to detail the required knowledge, skills and ability as well as the acceptable experience and training for the position. The description is not intended to limit or modify the right of any supervisor to assign, direct and control the duties of employees under supervision. The Howell Public School District retains and reserves any and all rights to change, modify, amend, add to or delete from any portion of this description in its sole judgment.

This position description is not a contract for employment.

The employee shall remain free of any alcohol or non-prescribed controlled substance in the workplace throughout his/her employment in the District.

The Howell Public School District is an equal opportunity employer, in compliance with the Americans with Disabilities Act. The District will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.