Substitute Secretary

Job Summary

Under the direct supervision of the principal or other administrator, to provide clerical, secretarial and administrative assistance to school administrators at a school site, conveying information regarding school functions and procedures; and supporting the broad array of services provided to students, parents, instructional and support employees.

Essential Functions

• Prepares, copies and distributes notices, memoranda or other correspondence for the purpose of informing school employees regarding activities, events or other work-related matters.
• Affords assistance in planning and scheduling school events and activities, and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation, open house, field trips, sporting events, assemblies, conferences, etc.
• Maintains documents, files and records for the purpose of providing up-to-date reference and audit trail for compliance.
• Prepares purchase orders for the purpose of submitting to the school district's accounting/finance office.
• Affords assistance in maintaining inventories of supplies and materials for the purpose of ensuring items' availability.
• Assists visitors to the office, including students, parents, substitutes teachers, and others.
• Answers telephone calls, and provides information and assistance to callers.
• Distributes incoming mail appropriately; sends outgoing mail.
• Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
• Registers new students, making sure forms are completed, obtaining transcripts and other documentation as needed, and entering data into computer system regarding enrollment and student records (e.g., transportation, free and reduced lunch program, attendance, withdrawals).
• Responds to inquiries from students, parents and employees, providing information, facilitating communication among parties and/or providing direction.

Additional Duties

Performs other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the school.

Equipment

Uses standard office equipment such as personal computer, copy machine, fax machine, telephone.

Knowledge, Skills And Abilities

• Establishes and maintains cooperative working relationships with others contacted in the course of work.
• Carries out instructions furnished in written or oral form.
• Understands, applies and uses personal computers and software applications (e.g., Word, Excel, Powerpoint, the Internet, Outlook, electronic mail).
• Solves job-related issues.
• Works with a diverse group of individuals.
• Processes paperwork accurately according to standardized procedures.
• Maintains confidentiality of information regarding students, employees and others.
• Organizes and manages time effectively.

Work Environment

Works in standard office and school building environments.

Qualifications

• Any combination of education and experience providing the required skill and knowledge for successful performance would be qualifying.
• Typical qualifications would be equivalent to graduation from high school.
• College education preferred.
• Successful experience with office management preferred.

Application Procedure

Apply online.