Hotline: 678-408-1354

Meany Middle School – Administrative Secretary/260 Days – 1.0 FTE

The job of Administrative Secretary – Middle School is done for the purpose(s) of providing secretarial and administrative support to the Principal; communicating information to students, parents, staff, and/or other Districts, ensuring compliance with financial, legal and administrative requirements, and supporting the broad array of services provided to students, parents, instructional and support employees.

ESSENTIAL FUNCTIONS:

  • Attends meetings as assigned for the purpose of representing building administration, participating in building governance activities, taking minutes, conveying and/or receiving information.
  • Communicates with a variety of persons in person, by telephone and/or letter (e.g. with parents, students, staff, etc.) for the purpose of providing information on a variety of activities and departmental functions.
  • Administers and maintains SAP and the SubFinder timekeeping system for the building, i.e., staff absences, extra time, overtime, substitute time reporting, etc.
  • Coordinates classroom and program supervision in the absence of certificated or classified substitutes for an absent employee.
  • Compiles data from a variety of sources (e.g. calendars, meetings, etc.) for the purpose of complying with financial, legal and/or administrative requirements.
  • Composes documents (e.g. correspondence, agendas, minutes, bulletins, reports, etc.) for the purpose of communicating necessary information to appropriate parties.
  • Coordinates a variety of programs and/or activities, as assigned (e.g. calendars, newsletters, work orders, student announcements, substitutes, suspensions, student handbooks, school awards programs, speakers, luncheons, field trips, meetings, travel arrangements, staff coverage, facility usage, etc.) for the purpose of ensuring proper notification to appropriate parties, and efficient utilization of personnel, equipment and/or facilities.
  • Greets visitors (e.g. public, parents, students, substitutes, vendors, etc.) for the purpose of responding to their inquiries and/or directing them to appropriate personnel in accordance with District policies regarding building security.
  • Maintains inventory of supplies/materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items’ availability.
  • Monitors assigned activities and/or program components (e.g. school site budget, employee leave, account expenditures, student body accounts, purchase order documentation, account balances, grants, etc.) for the purpose of ensuring compliance with financial, legal and/or administrative requirements.
  • Orients new site personnel regarding appropriate school and District practices (e.g. directions, building procedures, etc.) for the purpose of effectively assimilating new personnel into site operations.
  • Oversees student workers for the purpose of developing their office skills and ensuring their understanding of established policies and procedures.
  • Supervises students during school hours, i.e., recess duty, hall, transportation, discipline, etc. for the purpose of ensuring a safe school environment.
  • Prepares a wide variety of reports and materials both electronic and manual (e.g. correspondence, agendas, minutes, newsletters, Parent Handbooks, bulletins, programs, financial statements, bank deposits, annual reports, master calendar, web updates, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information in accordance with District, State, Federal and administrative requirements.
  • Processes documents, materials and cash receipts (e.g. requisitions, registrations, schedules, purchase orders, incoming deliveries, new enrollees, agendas, payroll, mail, etc.) for the purpose of disseminating information and/or materials to appropriate parties.
  • Researches a variety of topics (e.g. current practices, policies, discrepancies in processes and/or documentation, etc.) for the purpose of providing information for addressing a variety of administrative requirements.
  • Responds to inquiries from a wide variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among department and/or providing direction as may be required.
  • Supports principal and/or other school administrative personnel for the purpose of providing assistance with their administrative functions.
  • Markets school to prospective families.
  • Serves as liaison to PTA.
  • Serves as member of the building’s emergency team in the event of a disaster/emergency.

OTHER FUNCTIONS :

  • Administers minor first aid and prescription medications to students, under the direction of a health care professional (e.g. band-aids, ointment, etc.) for the purpose of providing emergency or necessary care in accordance with District, State and Federal requirements.
  • Performs related duties consistent with the scope of the position.

REPORTING RELATIONSHIPS :

Reports to Principal, assigned middle school.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES :

Knowledge

  • Required to perform basic math, including calculations using fractions, percents, and/or ratios; read technical information, compose a variety of documents, and/or facilitate group discussions; and analyze situations to define issues and draw conclusions.
  • Specific knowledge required to satisfactorily perform the functions of the job includes: business telephone etiquette; accounting/bookkeeping principles; and concepts of grammar and punctuation.

SKILLS

  • Required to perform multiple, non-technical tasks with a potential need to upgrade skills in order to meet changing job conditions.
  • Specific skills required to satisfactorily perform the functions of the job include: operating standard office equipment including utilizing pertinent software applications; planning and managing projects; and preparing and maintaining accurate records.

ABILITY

  • Required to schedule a significant number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment.
  • Flexibility is required to independently work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using defined methods.
  • Ability is also required to work with a significant diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment.
  • In working with others, some problem solving may be required to identify issues and select action plans.
  • Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited.
  • Specific abilities required to satisfactorily perform the functions of the job include: communicating with diverse groups; maintaining confidentiality; meeting deadlines and schedules; working with frequent interruptions; setting priorities; working as part of a team; making independent decisions; and administering immediate first aid.

RESPONSIBILITIES:

Responsibilities include: working under limited supervision following standardized practices and/or methods; leading, guiding, and/or coordinating others; and monitoring budget expenditures. Utilization of some resources from other work units is often required to perform the job’s functions. There is a continual opportunity to have some impact on the Organization’s services.

CONDITIONS/DISCLAIMERS:
The preceding list of essential functions is not exhaustive and may be supplanted as necessary.

District employees, other than personnel in the District’s Employment Services Department (at the John Stanford Center for Educational Excellence), are not authorized to make promises of employment, promises of employment for a particular period of time, or promises of a particular level of compensation or benefits to job applicants for certified or classified positions. Any verbal or written statements to that effect by District employees other than Employment services

MINIMUM QUALIFICATIONS:

EDUCATION :

High school diploma or GED equivalent and one (1) year of college or business school.

YEARS OF RELEVANT EXPERIENCE :

Three (3) years of work experience which must include two (2) years of increasingly responsible clerical/secretarial experience in a school office working with the public in a service capacity.

SUBSTITUTION :

Work experience in a school district office can be substituted for the listed education requirement.

REQUIRED TESTING :

Ability to type 50 wpm or pass skills tests (Intermediate Word, Windows, Excel & Alphanumeric Data Entry), operate personal computer.

Must be able to successfully complete and pass the District’s Power School or current District student system training course.

CERTIFICATIONS & LICENSES :

Valid State of Washington Driver’s License

CONTINUING EDUCATION/TRAINING :

Power School; SAP

CLEARANCES:

Criminal Justice fingerprint background clearance

Contact Us

Eltas EnterPrises Inc.
3978 Windgrove Crossing
Suite 200A
Suwanee, Georgia
30024, USA
contact@eltasjobs.com

Subscribe to our Newsletter