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Posted : Sunday, May 05, 2024 09:43 PM
*TEMPLETON UNIFIED SCHOOL DISTRICT POSITION DESCRIPTION*
*JOB TITLE: SITE SECRETARY - Elementary*
PRIMARY FUNCTIONS: Under the direction of a site administrator in a fast-paced environment, performs a variety of complex secretarial and administrative functions required for the operation of school site and other instructional programs to relieve administrator of administrative detail; maintains confidential staff and student records; has direct contact with students, parents/guardians and instructional staff; serves as a liaison between the administrator and public.
Takes independent action, exercising good judgment and tact, using diplomacy and poise in moderately stressful conditions; assigns work in a school office and disseminates information to staff, parents/guardians, students, and the community.
*QUALIFICATIONS:* • High school diploma or equivalent • Three years of increasingly responsible office experience involving public contact • At least one year of experience in a school or district office • Keyboarding and computer skills *LICENSES, CERTIFICATIONS, BONDING, AND/OR TESTING REQUIREMENTS:* • Criminal Justice Fingerprint Clearance • Valid California Drivers License • Tuberculin Clearance • Passage of Clerical/Computer test • Type 55 WPM *REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:* Knowledge of: • Modern office practices and procedures • Office organization and time management techniques • Methods of collecting, compiling, and organizing data and information • Electronic methods of communication • Proper telephone etiquette • Correct English usage, grammar, spelling, punctuation and vocabulary • Financial record keeping methods • Budgeting practices, including monitoring and control procedures • Basic math, including calculations using fractions, percents, and ratios • Correct business letter formats and rules and report writing formats and rules • Proper editing and proofreading techniques • Research techniques • Standard office filing systems _Ability to:_ • Analyze situations accurately and adopt an effective course of action • Understand and resolve issues, complaints or problems independently • Quickly learn and adapt to changes in office procedures • Learn pertinent District policies and procedures and apply them using good judgment • Read, learn, interpret, and apply District rules, regulations, policies, and procedures and applicable sections of State Education Code and other relevant laws • Maintain confidentiality of privileged and sensitive information • Prioritize work to timely and efficiently manage multiple deadlines • Plan, organize, and complete work independently with minimum supervision and within established deadlines • Timely complete work with multiple interruptions • Solve practical problems • Interact cooperatively, professionally, and effectively with students, parents/guardians, administrators, and the general public • Exercise discretion in facilitating contacts with site personnel • Exercise good judgment, tact, using diplomacy and poise in moderately stressful conditions • Communicate clearly and effectively in person, over the phone, and through the use of written or electronic communication tools • Understand and carry out oral and written instructions • Perform varied and complex secretarial and administrative duties requiring initiative and good judgment and with a high degree of accuracy • Compose documents and reports following prescribed formats, and/or present information to others • Compile and verify data and prepare reports • Prepare and maintain financial records and prepare reports • Maintain complex databases and management information systems • Operate a variety of standard office equipment and software programs such as Word and Excel • Perform arithmetic calculations quickly and accurately • Behave in an ethical manner *EXAMPLES OF ESSENTIAL DUTIES AND RESPONSIBILITIES:* NOTE: Any one position may not include all of the listed duties, nor do the listed examples include all tasks which may be found in positions within this classification.
*Communication/Customer Service* • Greet and direct visitors to the appropriate office or staff member • Answer questions and assist certificated and classified staff • Respond to inquiries by letter, phone, e-mail, fax or personal contact and refer to appropriate personnel • Maintain internal communication system insuring instructional and support personnel are kept informed of needed information • Coordinate the transfer of information between site/program and outside agencies and districts • Interact with and assist students when necessary • Act as liaison between the department/school site, outside agencies, and the general public by conveying information concerning rules, regulations, policies, and laws • Assist students and parents/guardians by explaining and enforcing school site rules and regulations • Assist students and parents/guardians with Internet access for student data review, school information, and staff contact • Assist school support organization representatives with District and site forms • Communicate as necessary with supervisor • Administer minor first aid • May administer medications in accordance with physician instructions, maintaining related records.
• Issue notices and pass to students as appropriate to the work site • Adhere to requirements for maintaining confidentiality • Discreetly handle information pertaining to staff, parents, and students • Contact students and parents/guardians, staff, and schedules appointments for administrator • Distribute flyers to parents/community for upcoming events • Open, organize, and distribute administrator’s mail • Maintain and update staff handbook _Recordkeeping/Database Management_ • Implement and maintain office and school recordkeeping systems • Maintain a comprehensive student database • Develop and track records and reports related to incidents, accidents, and other reports specific to work site • Prepare a variety of documents including purchase orders, facility use, conference/travel claims, claims for reimbursement, staff rosters, state reports, and other related forms • Assist faculty in correctly preparing field trip, fund raising, facility use, transportation and other related requests • Maintain records for teachers and department/school budgets, categorical funds and other site related records • May collect monies, issues receipts, prepares deposits for general fund budget • Maintain school accounting records, including ASB fund, field trip accounts, bank statements • Track personnel attendance, including substitute teacher and classified employee time cards • Create and maintain site administrator files • Coordinate with administrator and Human Resources Department the preparation of Personnel Action Forms • Record mandated cost time sheets • Maintain staff emergency contacts Document Preparation • Using a computer or typewriter, prepare, create, and compose letters, reports, bulletins, and other documents for the school or instructional programs from previous knowledge, rough drafts, notes, recordings, or oral instructions • Answer routine correspondence for the administrator • Prepare reports and records Site/Program Support • Maintain calendars for a variety of activities for the site/department including parent conferences, school visitors, committee meetings, site cabinet, testing/exam schedules, and other meetings • Maintain administrator’s calendar • Maintain site Facility Use Calendar • Collect, audit, and submit time sheets • Distribute payroll • Coordinate field trips with staff, processing appropriate field trip approval forms • Assists in arranging and scheduling substitute and temporary employees for the school/department • Assists administrators and other staff in planning and preparing for staff meetings, inservices, conferences, and workshops • Assists in the development of office procedures • Plan and organize office functions with administrator to ensure efficient operation of the office • Ensure appropriate security and safety methods are employed within the office • Orders supplies and equipment for school/program ensuring adequate levels are maintained as needed • Maintain textbook levels and processes textbook adoptions • Coordinate student recognition programs • Submit maintenance requests through the online work order system • Orient new teachers and substitute staff to school procedures • Serve as Site Testing Coordinator, including training teachers regarding testing procedures, inventorying materials, assembling, and distributing and collecting testing materials and information • Assist administrator with special projects • Assign, supervise, and coordinate work of other clerical staff at the site • Operate and assist in maintaining a variety of office equipment including a computer to input and retrieve data and text, organizes and maintains disc storage and filing as appropriate • Maintain, distribute, and account for department/site keys • Provide technical computer support to staff • Train and supervises student office assistants • Participate in professional development and training related to assignment • Serve as a mandated reporter for suspected child abuse • Perform related duties as assigned PHYSICAL DEMANDS/WORK ENVIRONMENT: • Dexterity of hands and fingers to operate a computer keyboard • See for the purpose of reading a variety of materials • Hear and speak to exchange information in person and on the telephone • Sit or stand for extended periods of time • Bend at the waist, kneel or crouch to file materials • Office environment with constant interruptions Category: Classified Salary Placement: Current Job Classification Listing Reports To: Site Administrator Supervises: Students, Office Staff Approved by the Board of Trustees: 5/24/18 Job Type: Full-time Pay: $22.
89 - $29.
12 per hour Expected hours: 40 per week Benefits: * Dental insurance * Employee assistance program * Flexible spending account * Health insurance * Paid time off * Professional development assistance * Retirement plan * Vision insurance Schedule: * 8 hour shift * Monday to Friday * No weekends Ability to Relocate: * Templeton, CA 93465: Relocate before starting work (Required) Work Location: In person
Takes independent action, exercising good judgment and tact, using diplomacy and poise in moderately stressful conditions; assigns work in a school office and disseminates information to staff, parents/guardians, students, and the community.
*QUALIFICATIONS:* • High school diploma or equivalent • Three years of increasingly responsible office experience involving public contact • At least one year of experience in a school or district office • Keyboarding and computer skills *LICENSES, CERTIFICATIONS, BONDING, AND/OR TESTING REQUIREMENTS:* • Criminal Justice Fingerprint Clearance • Valid California Drivers License • Tuberculin Clearance • Passage of Clerical/Computer test • Type 55 WPM *REQUIRED KNOWLEDGE, SKILLS AND ABILITIES:* Knowledge of: • Modern office practices and procedures • Office organization and time management techniques • Methods of collecting, compiling, and organizing data and information • Electronic methods of communication • Proper telephone etiquette • Correct English usage, grammar, spelling, punctuation and vocabulary • Financial record keeping methods • Budgeting practices, including monitoring and control procedures • Basic math, including calculations using fractions, percents, and ratios • Correct business letter formats and rules and report writing formats and rules • Proper editing and proofreading techniques • Research techniques • Standard office filing systems _Ability to:_ • Analyze situations accurately and adopt an effective course of action • Understand and resolve issues, complaints or problems independently • Quickly learn and adapt to changes in office procedures • Learn pertinent District policies and procedures and apply them using good judgment • Read, learn, interpret, and apply District rules, regulations, policies, and procedures and applicable sections of State Education Code and other relevant laws • Maintain confidentiality of privileged and sensitive information • Prioritize work to timely and efficiently manage multiple deadlines • Plan, organize, and complete work independently with minimum supervision and within established deadlines • Timely complete work with multiple interruptions • Solve practical problems • Interact cooperatively, professionally, and effectively with students, parents/guardians, administrators, and the general public • Exercise discretion in facilitating contacts with site personnel • Exercise good judgment, tact, using diplomacy and poise in moderately stressful conditions • Communicate clearly and effectively in person, over the phone, and through the use of written or electronic communication tools • Understand and carry out oral and written instructions • Perform varied and complex secretarial and administrative duties requiring initiative and good judgment and with a high degree of accuracy • Compose documents and reports following prescribed formats, and/or present information to others • Compile and verify data and prepare reports • Prepare and maintain financial records and prepare reports • Maintain complex databases and management information systems • Operate a variety of standard office equipment and software programs such as Word and Excel • Perform arithmetic calculations quickly and accurately • Behave in an ethical manner *EXAMPLES OF ESSENTIAL DUTIES AND RESPONSIBILITIES:* NOTE: Any one position may not include all of the listed duties, nor do the listed examples include all tasks which may be found in positions within this classification.
*Communication/Customer Service* • Greet and direct visitors to the appropriate office or staff member • Answer questions and assist certificated and classified staff • Respond to inquiries by letter, phone, e-mail, fax or personal contact and refer to appropriate personnel • Maintain internal communication system insuring instructional and support personnel are kept informed of needed information • Coordinate the transfer of information between site/program and outside agencies and districts • Interact with and assist students when necessary • Act as liaison between the department/school site, outside agencies, and the general public by conveying information concerning rules, regulations, policies, and laws • Assist students and parents/guardians by explaining and enforcing school site rules and regulations • Assist students and parents/guardians with Internet access for student data review, school information, and staff contact • Assist school support organization representatives with District and site forms • Communicate as necessary with supervisor • Administer minor first aid • May administer medications in accordance with physician instructions, maintaining related records.
• Issue notices and pass to students as appropriate to the work site • Adhere to requirements for maintaining confidentiality • Discreetly handle information pertaining to staff, parents, and students • Contact students and parents/guardians, staff, and schedules appointments for administrator • Distribute flyers to parents/community for upcoming events • Open, organize, and distribute administrator’s mail • Maintain and update staff handbook _Recordkeeping/Database Management_ • Implement and maintain office and school recordkeeping systems • Maintain a comprehensive student database • Develop and track records and reports related to incidents, accidents, and other reports specific to work site • Prepare a variety of documents including purchase orders, facility use, conference/travel claims, claims for reimbursement, staff rosters, state reports, and other related forms • Assist faculty in correctly preparing field trip, fund raising, facility use, transportation and other related requests • Maintain records for teachers and department/school budgets, categorical funds and other site related records • May collect monies, issues receipts, prepares deposits for general fund budget • Maintain school accounting records, including ASB fund, field trip accounts, bank statements • Track personnel attendance, including substitute teacher and classified employee time cards • Create and maintain site administrator files • Coordinate with administrator and Human Resources Department the preparation of Personnel Action Forms • Record mandated cost time sheets • Maintain staff emergency contacts Document Preparation • Using a computer or typewriter, prepare, create, and compose letters, reports, bulletins, and other documents for the school or instructional programs from previous knowledge, rough drafts, notes, recordings, or oral instructions • Answer routine correspondence for the administrator • Prepare reports and records Site/Program Support • Maintain calendars for a variety of activities for the site/department including parent conferences, school visitors, committee meetings, site cabinet, testing/exam schedules, and other meetings • Maintain administrator’s calendar • Maintain site Facility Use Calendar • Collect, audit, and submit time sheets • Distribute payroll • Coordinate field trips with staff, processing appropriate field trip approval forms • Assists in arranging and scheduling substitute and temporary employees for the school/department • Assists administrators and other staff in planning and preparing for staff meetings, inservices, conferences, and workshops • Assists in the development of office procedures • Plan and organize office functions with administrator to ensure efficient operation of the office • Ensure appropriate security and safety methods are employed within the office • Orders supplies and equipment for school/program ensuring adequate levels are maintained as needed • Maintain textbook levels and processes textbook adoptions • Coordinate student recognition programs • Submit maintenance requests through the online work order system • Orient new teachers and substitute staff to school procedures • Serve as Site Testing Coordinator, including training teachers regarding testing procedures, inventorying materials, assembling, and distributing and collecting testing materials and information • Assist administrator with special projects • Assign, supervise, and coordinate work of other clerical staff at the site • Operate and assist in maintaining a variety of office equipment including a computer to input and retrieve data and text, organizes and maintains disc storage and filing as appropriate • Maintain, distribute, and account for department/site keys • Provide technical computer support to staff • Train and supervises student office assistants • Participate in professional development and training related to assignment • Serve as a mandated reporter for suspected child abuse • Perform related duties as assigned PHYSICAL DEMANDS/WORK ENVIRONMENT: • Dexterity of hands and fingers to operate a computer keyboard • See for the purpose of reading a variety of materials • Hear and speak to exchange information in person and on the telephone • Sit or stand for extended periods of time • Bend at the waist, kneel or crouch to file materials • Office environment with constant interruptions Category: Classified Salary Placement: Current Job Classification Listing Reports To: Site Administrator Supervises: Students, Office Staff Approved by the Board of Trustees: 5/24/18 Job Type: Full-time Pay: $22.
89 - $29.
12 per hour Expected hours: 40 per week Benefits: * Dental insurance * Employee assistance program * Flexible spending account * Health insurance * Paid time off * Professional development assistance * Retirement plan * Vision insurance Schedule: * 8 hour shift * Monday to Friday * No weekends Ability to Relocate: * Templeton, CA 93465: Relocate before starting work (Required) Work Location: In person
• Phone : NA
• Location : 215 8th Street, Templeton, CA
• Post ID: 9103001314
