West Seattle High - Assistant Secretary (222/8) - 1.0 FTE

Under the general direction of an Assistant Principal or designated administrator(s) of a High School, this role provides secretarial/clerical support to facilitate building operations and public relations to students, parents, staff, and the public, with a focus on supporting the school athletic program.

Responsibilities

• Serve as secretary to an Assistant Principal or designated administrator; maintain appointment calendars, schedule interviews and meetings, and provide secretarial support to meetings and committees.
• Act as a point of contact for the school building; answer and refer inquiries from students, parents, staff, and the public; provide back-up support for main office functions; serve as receptionist or lead secretary as needed; assist in training, supervising, and evaluating student office assistants and parent volunteers.
• Process athletic packets from students, ensuring completion of release, insurance, physical examination, parent permission, and emergency forms; collect fees and fines; monitor and review students' grade point averages for eligibility; notify coaches of eligibility status.
• Maintain liaison with the District Athletic Office and building coaches; prepare and update reports required by state and federal regulations; stay current on WIAA and Metro regulations.
• Support building coaches by performing varied secretarial/clerical duties; order and coordinate transportation for athletic events/activities; monitor expenditures from athletic budgets; communicate event calendars and transportation arrangements with other schools and districts.
• Schedule fields for all sports seasons; maintain and distribute athletic events calendars; notify students, parents, and staff of events and transportation arrangements; maintain and send out athletic rosters; distribute transportation tokens and/or passes.
• Maintain coaches' personnel files; submit stipend forms; develop and distribute vacancy notices; schedule interviews; send notification letters to applicants; coordinate vacancies and applicant selection with the District Athletic Office.
• Assist parents and coaches with injury reports and insurance claim forms; maintain liaison with the insurance company; monitor and report physical limitations of athletes to coaches; collect and pay insurance fees.
• Input and retrieve computer student information data, school and athletic schedules, and bulletins; compose, compile, process, and type reports, correspondence, memoranda, and other documents; coordinate requests from District departments for distribution and collection of materials.
• Assist the lead secretary with recording student and staff monies, collecting fines, bookkeeping, and student registration support; ensure maintenance and repair of office equipment; monitor communication devices and respond to calls from security personnel; report criminal activities as necessary.
• Orient new site personnel regarding school and district practices to effectively assimilate them into site operations.
• Issue bus tokens and cards to students.
• Assist in the administration and maintenance of SAP and SubFinder timekeeping systems, including reporting extra time, staff absences, overtime, substitutes, and time reporting; may serve as a timekeeper for coaches.
• Within District guidelines, care for ill and injured students or refer to an administrator; call emergency agencies as needed; contact parents or arrange transportation; contact CPS or other agencies as directed; complete accident and school incident reports.
• Perform related duties consistent with the scope of the position.

Requirements

• High school diploma or GED equivalent.
• Two (2) years of clerical/secretarial experience, including responsibility for records maintenance and significant public contact, preferably in a school setting.
• College or business school may substitute for up to one year of the required work experience on a month-for-month basis.
• Valid State of Washington Driver's License or equivalent mobility.

Skills

• Ability to perform basic math, including calculations using fractions, percents, and ratios.
• Proficiency in reading manuals, writing documents, and presenting information to others.
• Ability to understand complex, multi-step written and oral instructions.
• Knowledge of business office and telephone etiquette, accounting and bookkeeping principles, and grammar and punctuation concepts.
• Skill in operating standard office equipment and utilizing pertinent software applications.
• Ability to plan and manage projects and prepare and maintain accurate records.
• Ability to schedule activities and meetings, gather and classify data, and use basic job-related equipment.
• Flexibility to work with diverse individuals and data, and operate equipment using standardized methods.
• Ability to communicate with diverse groups, maintain confidentiality, establish effective working relationships, meet deadlines, work with interruptions, set priorities, work as part of a team, make independent decisions, and administer immediate first aid.

Benefits

Seattle Public Schools benefits are administered by the Washington State Healthcare Authority (HCA) under the School Employees Benefits Board (SEBB). Eligibility for benefits is determined by the number of hours employees are anticipated to work during the school year (September 1 through August 31). Employees scheduled to work 630 hours or more in a year are eligible for benefits.

Pay

Refer to the salary schedule associated with this role and others like it.