2026-2027 10 Month Secretary III - Warrensville Heights Elementary School

Qualifications

High school diploma. An acceptable score on a pre-employment test may be required. Post-secondary business school training or equivalent secretarial work experience is desirable.

• Meets all mandated health requirements (e.g., a negative tuberculosis test, etc.).
• A record free of criminal violations that would prohibit public school employment.
• Complies with drug-free workplace rules and board policies.
• Multitasking ability and strong diplomacy skills.
• Congenial telephone etiquette.
• Keeps current with technology and other workplace innovations that support job functions.
• Proficient in office protocol, data entry, spelling, proofreading, and the correct use of grammar.
• Accounting skills and the ability to consistently accurately compute and record mathematical data.
• Gives careful attention to details and effective customer-service.
• Ability to physically manage bulky and/or unwieldy packages.
• Additional training and work experience deemed essential by the board of education and administration at the time of hire.

Responsibilities

• Coordinates office workflow. Monitors work progress. Helps staff as needed to meet deadlines.
• Provides administrative support services. Takes the initiative to perform routine tasks independently.
• Maintains electronic databases and paper filing systems that support the safe and efficient retention/retrieval of files/records. Maintains an orderly work area.
• Upholds board policies and follows administrative guidelines/procedures. Promotes a professional image of the school district. Encourages community partnerships that enhance district programs.
• Promotes effective communications and assistance. Uses problem-solving techniques to tactfully address questions/concerns. Refers policy interpretation inquiries to administrative staff.
• Keeps informed about program and procedure changes. Greets and assists office visitors. Answers and directs phone calls. Takes messages. Manages calls efficiently to keep lines open.
• Schedules appointments as directed. Maintains an office calendar. Prepares bulletin/message boards and displays as directed. Keeps administrators/staff informed about scheduled events.
• Helps communicate information about weather delays and program cancellations.
• Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.). Verifies the accuracy of database information as directed.
• Performs student registration activities. Helps families/students locate district information and materials.
• Helps prepare complete and systematic records. Assembles data for analysis and/or forecasting. Facilitates collaborative work with auditors.
• Reconciles bank statements as directed. Files checks in numerical order.
• Analyzes account activities. Prepares monthly recaps as directed.
• Helps prepare and distribute bid packages (e.g., notices, specifications, forms, etc.).
• Obtains vendor price quotes. Analyzes comparative data. Prepares purchase orders as directed. Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, etc.).
• Receives deliveries. Inspects packages. Verifies contents with packing lists and purchase orders. Records receipt date. Verifies invoices for payment. Tags fixed assets as directed.
• Organizes and stores supplies. Maintains an inventory control system. Deducts requisitioned stock from the inventory database. Reorders consumable supplies as needed.
• Prepares materials for shipping (e.g., returns, repairs, etc.).
• Performs a complete physical inventory of equipment/supplies as directed.
• Processes approved invoices for payment. Maintains a completed payment file.
• Maintains a building-use calendar. Processes rental contracts/invoices. Records payments.
• Composes and types routine correspondence, memos, notes, forms, etc.
• Transcribes, types, duplicates, assembles, and processes routine documents and special mailings.
• Collects, compiles, edits, and types statistical data and reports as directed.
• Helps gather information and types grant/foundation proposals as directed.
• Assists with committee assignments and/or special projects as directed.
• Uses photocopy/duplicating equipment. Fixes minor malfunctions. Contacts vendors as needed.
• Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
• Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
• Maintains forms related to administrative procedures and program functions.
• Discards archived records following the board-adopted records retention/disposal schedule.
• Respects personal privacy. Maintains the confidentiality of privileged information.
• Keeps current with advances in office technology. Updates office procedures.
• Cross-trains with department staff and assists with unexpected/urgent situations as needed.
• Participates in staff meetings and professional growth opportunities as directed.
• Takes precautions to ensure safety. Watches for conduct and situations that may indicate a problem. Works with supervisors to manage or eliminate risk factors.
• Reports suspected child abuse and/or neglect to civil authorities as required by law.
• Strives to develop rapport and serves as a positive role model for others.
• Maintains a professional appearance. Wears work attire appropriate for the position.
• Performs other specific job-related duties as directed.

Working Conditions

Employees are expected to comply with health/safety laws and district policies/procedures. Workers should exercise good judgment and caution when involved in the following situations.

• Balancing, bending, crouching, kneeling, reaching, and standing.
• Exposure to adverse weather conditions and temperature extremes.
• Exposure to blood-borne pathogens and communicable diseases.
• Interactions with aggressive, disruptive, and/or unruly individuals.
• Operating and/or riding in a vehicle.
• Performing repetitive tasks quickly.
• Lifting, carrying, and moving work-related supplies/equipment.
• Traveling to meetings and work assignments.
• Using a computer keyboard and monitor for prolonged periods.