Shelby County Schools

General Office Secretary

2 weeks ago(1/11/2018 4:19 PM)
Geeter Middle School
# of Openings
School Support
Close Date

Purpose and Scope

Supports an organization or department by performing secretarial and clerical services for school location. Assist management with administrative tasks such as tracking and compiling information of interest.

Essential Job Functions

1.Performs a variety of secretarial and clerical work in support of the school office, including but not limited to copying and filing documents, sending and receiving faxes and e-mails, entering and retrieving computer data, preparing spreadsheets, assembling materials, ordering supplies, processing daily mail, maintaining lists and logs.2.May provide a variety of administrative and secretarial support to the school principal, performing such duties as scheduling and coordinating meetings and appointments, compiling data for reports, composing and/or preparing routine and confidential reports and correspondence, making travel and accommodations arrangements for staff.3.Answers the telephone; provides accurate information to callers and/or forwards calls to appropriate personnel; takes messages as needed; greets and assists school office visitors; monitors student behavior in the office; provides information by use of the school intercom system. 4.Composes, prepares, types, copies, files, processes, mails and/or transmits various routine documents, which may include forms, correspondence, memos, presentation materials, reports and other documents.5.Assists Principal in planning and implementing various school programs, activities and services as assigned.6.Establishes and maintains school office record-keeping systems.7.May provide technical and clerical assistance in the preparation of assigned budgets; may monitor expenditures, process invoices, process payroll, reconcile accounts, and prepare related financial records and reports.8.Participates in a variety of school office functions such as enrollment and attendance; may contact parents and guardians to verify absences and issue readmits to students as assigned.9.Receives and responds to inquiries, requests for assistance and concerns from students, parents, faculty, other District departments, agencies, organizations, professionals and the public; monitor and maintain acceptable student behavior in the office.10.Compose routine correspondence independently or from oral instructions; type letters, reports, memoranda, legal documents, records, requisitions and other materials from straight copy, rough drafts or oral instructions; proofread and verify accuracy and completeness of documents.11.May assist in collecting various monies and fees for assigned school office; prepare bank deposits and invoices as directed; maintain related records as needed.12.Inputs information into computerized database and generate a variety of reports and lists; collect and compile information, documents and data from files and records to be included in reports and files; calculate totals and subtotals; prepare graphic presentations and charts as assigned.13.Assists teachers with preparing classroom materials; duplicate, collate, staple, bind and laminate various materials.14.Performs other related duties as assigned or directed.

Minimum Qualifications

Requires High School diploma or GED and one (1) year of experience.
Degree Equivalency Formula:
Bachelor's Degree= 4 years plus required years of experience.
Master's Degree= 2 years plus required years of experience. Where Master's degrees are required, years for Bachelor's Degrees must be included.

Knowledge, Skills, and Abilities

Demonstrates attention to detail
Works well in group setting
Result oriented
Manages difficult customer situations; responds promptly to customer needs
Writes clearly and informatively; edits work for spelling and grammar
Treats people with respect; keeps commitments; inspires the trust of others; works with integrity
Ethically; upholds school system values
Follows policies and procedures; completes administrative tasks correctly and on time
Prioritizes and plans work activities; uses time efficiently
Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback
Monitors own work to ensure quality


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