Administrative Secretary - Elementary

Location & Schedule

• Lexington Elementary School
• 8.0 hours/day, 8:00am – 4:30pm; 212 days/year

Pay & Benefits

• Pay Range: PSE 1 Salary Schedule
• Medical, dental, vision, life, and disability insurance in accordance with the School Employee Benefits Board rules and regulations
• Paid time off and other benefits in accordance with the Collective Bargaining Agreement with the Public School Employees of Kelso Chapter #1

Essential Functions

• Work closely with the building administration and staff in the daily administration and operation of the facility
• Work professionally and ethically as a team member and completing tasks assigned by facility administration
• Cordially greet staff, students, and the public in person and on the telephone, ascertain wants and furnish information and assistance with dignity and respect
• Handle confidential matters appropriately and ethically
• Be punctual and have regular/consistent attendance
• Knowledgeable of and follow District, State and Federal policies and guidelines as pertains to their position/facility
• Be self-motivated toward assigned duties and work well under pressure including submitting required reports and meet required deadlines
• Create letters, memorandums, forms and newsletters using graphics and knowledge of appropriate software
• Be willing to participate in in-service offerings and workshops
• Prepare requisitions and purchase orders and assist with ordering office and staff supplies
• Keep accurate records related to the specific job
• Assist in upholding and enforcing school rules, administrative regulations, and board policies
• Take all necessary and reasonable precautions to protect students, equipment, materials, and facilities

Specific Functions

• Keep accurate records on substitutes and building personnel absences; process building payroll records in a timely manner and communicate with the payroll office
• Establish and monitor annual budget for building/department under the directions of the immediate supervisor including generating required reports
• Receipt and deposit all building/department monies, keep an accurate accounting, and maintain accurate records including reporting any discrepancies to immediate supervisor
• Coordinate cross-training of building/department staff including self, for the purpose of insuring all tasks are completed in a timely manner and workflow is organized
• Maintain accurate student records including student information, addresses, phone numbers, emergency contacts and families in the student information system
• Keep accurate student enrollment/attendance/withdrawal records and generate required reports (i.e. student count report)
• Meet with parents and students to complete required forms for entrance
• Contact previous schools to obtain records upon entrance, and provide records when students continue to another school
• Work with administration and staff to create and complete a successful Master Schedule process, maintain Course Master File, run appropriate reports as required
• Distribute grading timelines to teachers including providing tech support with Educator Access when problems arise
• File report cards and distribution per timelines

Qualifications

• Demonstrated successful administrative secretarial and/or office management experience preferred
• Ability to uphold board policies and follow administrative procedures
• Must possess respect, awareness and appreciation of diversity among individuals and the ability to set and/or support appropriate expectations for individuals
• Must possess positive and effective human relations skills – including ability to project a friendly and caring attitude towards all patrons of the school district both by proper verbal and written business communication
• Must possess ability to prioritize and apply effective professional judgment
• Demonstrated ability to successfully relate to students of all ages
• Must possess ability to handle confidential matters appropriately and ethically
• Demonstrated ability to work effectively as a team member and analyze situations to define issues, draw conclusions, and determine resolutions and/or action plans
• Must possess ability to be accurate, detail oriented, organized, dependable, tactful, and be responsible including delegating of office tasks, and coordinating workflow of other individuals
• Demonstrated ability to use proper grammar, spelling and punctuation in written and oral communication, plus be proficient in mathematics, and read technical information
• Demonstrated ability to perform general office procedures using standardized methods, basic bookkeeping in compliance with recognized accounting principles, and record keeping duties – including answering phones, filing, and efficiently maintaining accurate records and files
• Demonstrated ability to efficiently operate all other commonly used office equipment - including ability to type 50 wpm and operate a 10 key calculator with accuracy
• Demonstrated ability to utilize relevant computer programs including word processing, spreadsheet, relational database systems, and publishing
• Must possess ability to multi-task with constant interruptions, be self-motivated toward assigned tasks, work independently with limited supervision, work well under pressure, and consistently meet required deadlines
• Must possess ability to accept direction and constructive criticism
• Willingness to successfully upgrade skills in order to meet changing job conditions
• Neat, clean personal appearance and traits that make him/her a good role model for students; work apparel should be appropriate for a safe and professional work environment

Education

• High school diploma and/or equivalent; prior job related experience with increasing levels of responsibility

Other Functions

• Perform all other duties as assigned

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing.

Bargaining Unit Affiliation

Public School Employees of Kelso Chapter #1 (PSE 1)

Responsible To

School Principal or Designee