School Front Office Secretary - Itinerant

Basic Function

Organize, coordinate, schedule and perform office functions at a comprehensive high school; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned. This position will require bookkeeping responsibilities for the school. Daily travel is necessary between Newport Intermediate School and Newport Primary School.

Representative Duties

• Organize and coordinate a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a small to medium-sized high school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines.
• Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences.
• Cook up and facilitate communications between District and site personnel, parents, students, school and community organizations and the general public.
• Communicate with a variety of site and District personnel and administrators to coordinate school operations and maintenance, resolve conflicts and issues and exchange information as appropriate.
• Perform secretarial duties for the Principal, assisting with routine administrative matters as appropriate; independently compose letters, memoranda and other materials.
• Aid the Principal in the preparation and maintenance of financial, statistical and narrative reports; research, compile and organize information.
• Initiate budget preparation; work with Department Chairpersons in preparing individual budgets to meet needs; prepare forms and assist the Principal in preparing and monitoring budget.
• Process purchase orders; assist Department Chairpersons with adjustments and with making transfers; review computer printout and balance accounts to assure accuracy.
• Maintain daily teacher attendance log and records of substitute teachers.
• Compile and organize information for the Principal; compose and respond to routine correspondence; open, sort, review and route mail.
• Cook up and assist with special events for the high school; assist in selection of personnel and program; assure adherence to legal requirements and Board policies; maintain budget; work with and assist personnel assigned to the event.
• Train and provide work direction to clerical personnel, student assistants and others as assigned.
• Order a wide variety of equipment, materials, supplies and special items requested by faculty; assure receipt and proper distribution.
• Answer phones and greet visitors; take and relay messages; provide information to students, parents, faculty and site personnel; interpret, apply and explain District policies and school procedures and regulations.
• Perform related duties as assigned.

Knowledge And Abilities

• School office terminology, practices and procedures.
• Modern office practices, procedures and equipment.
• Financial and statistical record-keeping techniques.
• Health and safety regulations.
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• District organization, operations, policies and objectives.
• Oral and written communication skills.
• Interpersonal skills using tact, patience and courtesy.
• Telephone techniques and etiquette.
• Budget preparation and control.
• Operation of standard office machines.
• Applicable sections of the Kentucky Administrative Regulations and other applicable laws.
• Letter and report writing skills.

Education And Experience

• Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. preferred, and three years of increasingly responsible office or secretarial experience involving public contact and record-keeping experience.