Secretary - 260 days

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits. We are committed to excellence for every student and are seeking outstanding support staff who desire to make a difference in the lives of students. With nearly 75 schools, you can find your place in Hamilton County.

About the role

The purpose of this job is to perform secretarial/clerical work associated with processing various information and documentation relating to an assigned department.

Responsibilities

• Acts in a professional, respectful, and welcoming manner at all times.
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures.
• Produces various reports for distribution to various individuals or submission to state/federal agencies.
• Types, composes, prepares, or completes various forms, reports, correspondence, lists, schedules, calendars, monthly/annual reports, activity reports, student records, identification cards, assignments, sign-in sheets, timesheets, mileage/expense vouchers, payment vouchers, stipend sheets, travel vouchers, purchase requisitions, grant performance reports, budget documents, attendance/participation records, agendas, survey summaries, instructional materials, flyers, brochures, newsletters, charts, tables, manuals, spreadsheets, presentations, or other documents.
• Processes a variety of documentation associated with departmental operations within designated timeframes and per established procedures.
• Provides secretarial/clerical support for departmental staff.
• Coordinates communications between departmental staff, Central Office, parents, and outside individuals or organizations; assists staff with questions or problems; assists with problem resolution.
• Answers telephone calls and greets visitors in a timely fashion; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail; initiates and returns calls as necessary.
• Performs customer service functions; provides information/assistance regarding departmental programs, services, activities, procedures, forms, fees, or other issues; distributes forms/documentation; responds to routine questions/complaints and initiates problem resolution.
• Assists in planning or coordinating various meetings, presentations, training sessions, or staff development programs; transcribes meeting minutes as needed; assembles packets and prepares packets for mailing; copies, enlarges, binds, and laminates materials; checks materials in/out of department; distributes meeting agendas, minutes, packets or other meeting materials; coordinates room/facility reservations, meeting room setup, food/beverages, or other details for various meetings/activities.
• Generates work orders via computer; enters data pertaining to requested repair/maintenance work into computer; forwards work order requests electronically to appropriate personnel.
• Monitors inventory of department equipment, forms, and supplies; maintains fixed asset inventory; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new/replacement supplies.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; prepares outgoing mail for pickup; processes or assists in processing mass mailing projects.
• Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents; prepares old files for storage.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Follows established procedures for ensuring assigned areas are safe.
• Maintains confidentiality.
• Works collaboratively with all stakeholders.
• Attends work and arrives to work on time.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
• Complies with accounting and financial policies and procedures involving the handling of money and property, as well as other Board policies.
• Performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed; provides technical assistance/support for use of department computers, copy machines, facsimile machine, or other equipment; provides monthly counts of copy volume to vendor.
• Uses computers and other technology to enter and access information related to essential job functions.
• May operate a motor vehicle to conduct various work activities.
• Performs other duties as assigned.

Requirements

• High school diploma or GED required.
• One (1) year previous experience and/or training that includes secretarial work, office administration (preferably in a school environment), basic bookkeeping, customer service, and personal computer operations preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• May require possession and maintenance of valid Tennessee Appointment of Notary Public certification.
• May require possession and maintenance of valid Tennessee driver’s license.

Skills

• Demonstrates excellent verbal and written communication skills to deal effectively with all stakeholders.
• Demonstrates the ability to effectively prioritize and manage multiple tasks.
• Demonstrates the ability to use technology to perform essential functions of job.

Pay

Salary is based on a combination of relevant education and experience. Grade D Salary Scale.