GENERAL STATEMENT OF DUTIES
Performs a variety of clerical and secretarial support tasks in Hopewell City Public Schools. Positions in this class provide secretarial/clerical support in the main office, an attendance unit in the school or in a school library. Work decisions are made in accordance with established precedents and departmental policies.
Work is performed under general supervision of a principal or assistant principal, with some assignments monitored by a School Secretary III/Office Manager or Library-Media Specialist. May monitor students in office before, after, and during school hours, and may oversee student assistants.
A School Secretary I, as a primary assignment, performs journey level clerical and attendance tasks in a main school office or attendance unit or library unit, with responsibilities which require some previous experience in a school or similar office setting, and is expected to assist and participate in the full range of secretarial duties in the school, as assigned or required.
Hopewell City Public School policies, procedures, school/center procedure-manuals, principal’s instructions; departmental procedures (e.g., finance, personnel, instruction etc.) are all applicable guidelines.
School administration, faculty, substitutes, other support personnel, students, parents and public; certain central office staff, and certain vendors.
ESSENTIAL FUNCTIONS OF THE CLASS (Performs one or more sets of duties below; may not include all duties performed; not all incumbents perform all essential functions delineated.)
Attendance Tasks: Issues tardy and absentee passes; prepares and mails absentee letters; processes attendance records, distributes absentee lists, checking on absences by calling the child's parent or guardian or utilizing auto-call equipment; records late arrival and processes early departure of students; issues student passes; may operate computerized attendance recording equipment; processes and maintains automated student attendance records.
Performs related duties as required or assigned.
Library Clerk Tasks: Performs circulation activities (books, magazines, multimedia materials); processes overdue notices and reminders, circulation reports, etc.; registers new students into the computerized data base. Performs a variety of library/media clerical tasks-processes orders for acquisition of new books, software, supplies, and equipment, types bibliographies and cards for books, and audiovisual items, prepares communications for supervisor’s signature; maintains records on media center utilization (number of patrons/students, circulation data, etc.) and prepares reports; assists teachers with their audio-visual needs, coordinating distribution and utilization of VCR or DVD; assists teachers with subject related materials selection for class use; performs shelf checks; maintains indexes and files; processes in new materials (e.g., new books, records, tapes, added copies, periodicals); maintains records on discards; shelves library materials; greets visitors, answers telephone, takes messages, and arranges for meetings of various personnel.
As Discipline Secretary: Maintains student discipline files, gathers and organizes records; schedules hearings and meetings at School Board Office; serves as contact with parents-students; makes arrangements for student’s attendance at community organization activities.
General Office Tasks: Operates telephone switchboard answering inquires or forwarding calls and taking messages; provides general assistance and back up support to other school secretaries; types reports and correspondence; maintains weekly-monthly calendar, transportation emergency handbook and participates, as required , in maintenance of masters, registration, schedule changes; gathers materials for typing/processing from various sources (ex. honor rolls, teacher handbook, master inventory records,); may utilize a variety of word processing, data base management, and spreadsheet software to accomplish tasks; orders, receives, examines, and distributes supplies; reviews and channels mail to correct destinations; types forms, letters, notices, newsletters, receipts, vouchers, reports and other materials from rough drafts or instructions; files a variety of documents according to established procedures; collates and mails various pamphlets, newsletters, supplements and other materials; as backup to other secretarial staff as required or assigned; answers telephone, screens and routes calls, and takes messages; assist teachers in making arrangements for parent conferences; provides teachers with supplies and forms as requested; maintains lists, such as locker lists, as requested; serves as receptionist; provides secretarial support for administrators and faculty; delivers messages to teachers or principal; may provide minor first-aide, administer students’ medications, in absence of a nurse. Performs payroll processing-data entry tasks in a back-up capacity as required.
Performs related work as required, or assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES
Good knowledge of business office procedures, practices, equipment, business English and office terminology.
Good knowledge of procedures of or ability to quickly learn procedures, practices, operations of school to which assigned.
Some knowledge of or ability to quickly learn Hopewell City Public Schools organization and the office procedures and personnel of the various central departments with which the school communicates on a regular basis.
If assigned to library: Good knowledge of the wide range of multimedia information processing, telecommunication, and audiovisual equipment utilized in modern media centers; good knowledge of library classification systems, ALA Filing Rules, and the ability to effectively utilize computerized circulation and cataloging technology; good knowledge of school library procedures and practices.
Ability to type/operate keyboard at approved rate of speed, operate personal computers, and data terminals, and to complete routine memos and letters from general instructions.
Ability to maintain clerical records and prepare relatively complex reports from such records.
Ability to operate a variety of standard office equipment.
Ability to understand and follow oral and written computer utilization, data-base oriented instructions and procedures.
Ability to communicate clearly and concisely, both orally and in writing.
Ability to deal with students, parents and the public, tactfully and courteously and to work harmoniously with other employees.
Good organizational, human relations and communication skills.
MINIMUM EDUCATION, TRAINING, AND EXPERIENCE REQUIREMENTS
Graduation from high school, including or supplemented by courses in typing and office practices, and some responsible office clerical experience, preferably in a school or school- related setting; or any equivalent combination of education and experience that would provide the above noted knowledge, skill, and ability.
Most tasks are performed in a sedentary work environment; attributes include those required in normal, everyday activities including sitting, walking, standing, bending, reaching, or carrying light items.
Ability to type for long periods may be required.
Work is performed in an office and is subject to frequent interruptions.
Some assignments involve contact with disruptive students and upset parents, and/or involve exposure to normal, everyday risks involved in contact with children and young adults.