Shelby County Schools

  • 2018-19 GENERAL OFFICE SECRETARY

    Posted Date 3 weeks ago(4/2/2018 5:08 PM)
    Location Name
    New Comers International Center
    # of Openings
    1
    Category
    Hidden (8718)
    Close Date
    12/31/2018
  • Purpose and Scope

    The essential function of the position within the organization is to provide a variety of responsible administrative, secretarial, and clerical assistance in support of an assigned school office. The position is responsible for preparing and processing school related records, reports, maintaining record-keeping systems, providing professional courteous customer service at all times and performing related duties as assigned requiring an understanding of the operations, procedures and functions of a school office. This position works under general supervision according to some procedures; decides how and when to complete tasks.

    Essential Job Functions

    1.Perform 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.Assist 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.Participate 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.Input 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.Assist 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.

    Knowledge, Skills, and Abilities

    Requires knowledge of modern office practices, procedures and equipment; knowledge of basic terminology, processes and operations of assigned office knowledge of operation of a computer and assigned software.
    Knowledge of correct English usage, grammar, spelling, punctuation and vocabulary.
    Knowledge of interpersonal skills using tact, patience and courtesy.
    Knowledge of basic math.
    Ability to perform a variety of clerical duties in support of an office program.
    Ability to communicate effectively with students, parents, staff and administration.
    Ability to learn, interpret, apply and explain applicable laws, codes, rules and regulations.
    Ability to prepare and maintain records, logs and files; ability to understand and follow oral and written directions.
    Ability to meet schedules and time lines; ability to determine appropriate action within clearly defined guidelines.
    Ability to type at a minimum of 35 words per minute from clear copy.
    Ability to receive, sort and distribute mail; ability to add, subtract, multiply, divide quickly and accurately ability to operate a variety of office equipment including a computer and assigned software.

    Additional Job Details

    Bilingual(Spanish) preferred.

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