CLASS TITLE:                     Support Secretary

 

REPORTS TO:                     Principal

 

SUPERVISES:                      N/A

 

BASIC FUNCTION: 

Perform a variety of responsible secretarial and clerical duties to assist a designated principal or program supervisor; relieve supervisor of routine administrative details and general secretarial and clerical tasks.

 

REPRESENTATIVE DUTIES: 

The terms of employments are designated by the contract. 

• Adhere to the Professional Code of Ethics and demonstrate punctuality and regular attendance;
• Perform a variety of secretarial and clerical duties to assist a designated supervisor with routine administrative details and general clerical tasks, including typing, filing and transcribing or composing letters, memoranda, documents, correspondence and bulletins as directed;
• Assist with office activities and communications related to assigned school or program activities; 
• Assure compliance with district policies and time lines; 
• Take and relay messages and information;
• Prepare a variety of reports; maintain a variety of program, District, State records as required; 
• Requisition supplies, forms and maintenance work as needed, following established procedures;
• Greet visitors and answer phone calls; answer questions, provide information or direct individual to appropriate department or district employee; 
• Open, sort and distribute mail and other written communications;
• Schedule appointments and meetings with students, parents, teachers, vendors and the general public;
• Assist students with registration, orientation and student records; request records for new students and distribute records of withdrawn students to appropriate school;
• Prepare and maintain records, reports, files and lists related to students, personnel, budgets, student records and attendance as required;
• Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data; proofread and edit materials;
• Serve as receptionist and a contact and reference source for staff, students, parents and the public;
• Operate a variety of office machines, including computers, copiers, scanners and calculators;
• Perform related duties as assigned.

  

KNOWLEDGE AND ABILITIES: 

 

KNOWLEDGE OF: 

• Modern office practices, procedures and equipment;
• Receptionist and telephone techniques and etiquette;
• Research techniques, practices and procedures;
• Financial and statistical record-keeping techniques;
• Correct English usage, grammar, spelling, punctuation and vocabulary;
• Oral and written communication skills;
• Applicable sections of Kentucky Administrative Regulations and other applicable laws;
• Interpersonal skills using tact, patience and courtesy;
• Operation of office machines including computer equipment.

 

ABILITY TO: 

• Perform a variety of secretarial and clerical duties to assist with routine administrative details and general clerical tasks;
• Learn, interpret, apply and explain school and district policies, rules and objectives of assigned school or program;
• Understand and interpret rules and written directions and apply to specific situations;
• Compose correspondence independently;
• Perform duties effectively with many demands on time and constant interruptions;
• Type at an acceptable rate of speed;
• Establish and maintain effective working relationships with others;
• Meet schedules and time lines;
• Maintain records and prepare reports, including financial records;
• Work confidentially with discretion;
• Communicate effectively both orally and in writing;
• Understand and follow oral and written directions;
• Work independently with little direction. 

 

PHYSICAL DEMANDS: 

• Work is performed while standing, sitting and/or walking;
• Requires the ability to communicate effectively using speech, vision and hearing;
• Requires the use of hands for simple grasping and fine manipulations;
• Requires bending, squatting , crawling, climbing, reaching;
• Requires the ability to lift, carry, push or pull light weights.

  

EVALUATION: 

• Annual development of Professional Growth Plan.
• Evaluated annually by the principal in accordance with classified personnel standards.

  

EDUCATION, EXPERIENCE AND OTHER REQUIREMENTS: 

• High School Diploma or G.E.D. Certificate;
• Valid Kentucky Driver’s License;
• Two (2) years of increasingly responsible and varied secretarial and clerical experience preferred.