Job Title: School Secretary (K-5)

Date Revised: 03/18/16

Classification/Compensation: Level H of the current CSEA salary schedule 

Position Description:
 

The School Secretary, under general supervision, performs a wide variety of complex and responsible clerical and secretarial work by assisting the site administrator with administrative details, and provides public relations and communications services for the school.
 

Education/Experience:

High school diploma or equivalent combination of education and experience.  Two years of increasingly responsible and varied experience in general office/secretarial positions preferably in a school setting.

Skills/Abilities:

• Deals effectively with a wide variety of individuals and situations requiring tact, judgement and poise
• Works under conditions which include interruptions and specific timelines
• Maintains confidentiality of student, staff and family information
• Carries out assigned work through completion with minimal supervision; work on several tasks simultaneously
• Types at a speed of not less than 50 wpm
• Understands and follows verbal and written instructions
• Works effectively with children
• Demonstrates proficiency using updated software programs and office-related technology
• Maintains a standard Red Cross First Aid Certificate
• Maintains cooperative working relationships
• Complies with the physical/mental demands as described in the ADA profile

Knowledge:

• Of correct English usage, vocabulary, spelling, grammar, punctuation and basic mathematics
• Of current office practices, methods and procedures
• Of proper telephone and voice mail procedures and etiquette
• Of word processing/graphics software, database, spreadsheets and school attendance software

Examples of Duties & Responsibilities:

• Serves as receptionist, dealing with the public both by personal contact and by telephone
• Schedules appointments and meetings for the site administrator
• Plans and performs a variety of clerical and secretarial tasks, including receiving and screening telephone calls
• Assumes responsibility in the school office for public relations
• Composes letters and memoranda with minimal instruction
• Maintains records of Independent Home Study contracts
• Inputs student data on computer system and maintains database
• Maintains enrollment and transfer of student records
• Schedules new students
• Compiles monthly attendance records of staff
• Coordinates substitute personnel
• Coordinates distribution of school keys
• Compiles, duplicates, assembles, and distributes various monthly and annual reports and documents
• Maintains Student Body and petty cash accounts
• Keeps accurate records of supply budgets, field trip expenses, conference budgets, and fire drills
• Maintains personal information, student files, Special Education files, and cumulative records
• Keeps files updated, compiles and forwards supply requisitions, equipment for repair, vandalism reports, work orders and emergency preparation information
• Maintains supply room, orders and issues supplies as needed
• Completes accident reports and forwards them to the proper offices
• Assists injured and ill students and calls nurse and/or parent as needed.  Prepares reports/logs as needed in connection with injuries or illnesses
• Delegates work to students and volunteers working in the school office
• Keeps school calendar of events and makes reservations for various groups using school classrooms
• Distributes daily mail
• Checks office equipment for proper operation
• Assists in production of school newsletter

• Performs other related duties as assigned

   

ADA Profile:

Ability to stand and walk for extended periods of time; ability to sit, bend, kneel, perform grasping and handling motions and torso rotations on a continuous basis, lift, carry or move up to 25 lbs., ability to reach in all directions; adequate sight or corrected vision to read printed directions or instructions; hear and speak to communicate with co-workers, students and the public; dexterity of the hands and fingers to operate a computer keyboard and other office equipment.

Supervised by:          Site Administrator
Evaluated by:            Site Administrator

The Mountain View Whisman School District prohibits discrimination, harassment, intimidation and bullying in educational programs, activities, or employment on the basis of actual or perceived ancestry, age, color, disability, gender, gender identity, gender expression, nationality, race or ethnicity, religion, sex, sexual orientation, parental, pregnancy, family or marital status, military status or association with a person or a group with one or more of these actual or perceived characteristics. The Mountain View Whisman School District requires that school personnel take immediate steps to intervene when safe to do so when he or she witnesses an act of discrimination, harassment, intimidation, or bullying. 

 Questions or complaints of alleged discrimination, harassment, intimidation and bullying, equity or Title IX equity and compliance concerns should be directed to Erin Green at 650-526-3500, 1400 Montecito Ave., Mountain View, CA 94043, or egreen@mvwsd.org.