SCHOOL SECRETARY

About the Role

Under direct supervision, this position performs school-based duties associated with front office secretarial functions and provides administrative support to the principal. Employees in this classification function at an experienced secretarial level and may serve as backup to other clerical positions in the front office. Duties include processing financial and personnel-related information, acting as a bilingual contact, and providing support to Guidance and Clinic staff.

Responsibilities

• Responds to internal and external customers in a timely, accurate, courteous, and empathetic manner, representing OCPS positively.
• Serves as lead in coordinating the work of other clerical staff; provides backup to the bookkeeper and clinic attendant.
• Performs secretarial duties, including processing and creating correspondence for principals and various record-keeping tasks.
• Answers telephones, provides information and assistance, screens calls, and directs calls to appropriate personnel.
• Schedules appointments for the school principal, maintains calendars, makes travel arrangements, and registers participants for conferences and workshops.
• Maintains communications between the school and district offices.
• Establishes and maintains filing systems for school operations and the principal.
• Performs receptionist duties, including greeting and assisting staff, students, and visitors, and answering questions.
• Sorts and distributes incoming mail; prepares outgoing mail.
• Monitors copier use and orders supplies as needed.
• Inputs online warehouse purchase orders, performs budget transfers, maintains school inventory, and processes personnel transactions.
• Supervises and processes students in the office for discipline, illness, medication, and transportation home.
• On call after hours to respond to Sonitrol alarms.
• Processes requests for school maintenance work orders, worker’s compensation cases, and payroll for instructional personnel.
• Operates computers to enter, retrieve, review, or modify data using word processing, database, and other software programs.
• Operates office machinery such as typewriters, adding machines, and fax machines.
• Keeps up to date on current technology used by OCPS and attends relevant training.
• Ensures timely and accurate maintenance of information as part of job responsibilities.

Requirements

• High school diploma or GED.
• Minimum of two (2) years of experience and/or training in secretarial or clerical work, or an equivalent combination of education, training, and experience.

Skills

Data Utilization

Requires the ability to calculate, compute, summate, and/or tabulate data and perform subsequent actions based on these operations.

Human Interaction

Requires the ability to provide guidance, assistance, and interpretation to others on applying procedures and standards to specific situations.

Equipment, Machinery, Tools, and Materials Utilization

Requires the ability to operate, maneuver, and control office equipment, machinery, tools, and materials used in performing essential functions.

Verbal Aptitude

Requires the ability to utilize a wide variety of reference and descriptive data and information.

Mathematical Aptitude

Requires the ability to perform addition, subtraction, multiplication, and division; calculate decimals and percentages; may require the ability to utilize principles of fractions and interpret graphs.

Functional Reasoning

Requires the ability to apply principles of rational systems, interpret instructions in written, oral, diagrammatic, or schedule form, and exercise independent judgment to adapt methods and standards to meet variations in assigned objectives.

Situational Reasoning

Requires the ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.

ADA Compliance

Physical Ability

Tasks involve light physical effort in sedentary to light work, including lifting, carrying, pushing, and/or pulling objects and materials of light weight (5-10 pounds). Tasks may involve extended periods at a keyboard or workstation.

Sensory Requirements

Some tasks require visual perception and discrimination, as well as oral communication ability.

Environmental Factors

Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, fumes, extreme temperatures, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic agents, violence, disease, or pathogenic substances.

The Orange County School District will provide reasonable accommodations to qualified individuals with disabilities to allow them to perform the essential functions of the job when such individuals request an accommodation.

Pay

This position follows the established salary schedule for the role.