Elementary School Secretary
Sweetwater County School District #1 - Rock Springs, WY

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Job Title: Elementary School Secretary
Location: Overland Elementary
Reports To: Building Principal

Terms of Employment:
10 Months/Year
40 Hours/Week
Salary: S-III, $14.53/hr
Full Benefits

Nature and Scope of Job:
To assist in the daily organization, operation and general function of the school office. To promote an atmosphere conducive to the effective operation of a school and to insure optimal services.

The secretary is usually the first person an individual encounters upon entering a school. In this important role, the appearance and manner of the secretary set the professional tone for the building. The school secretary must be able to establish good rapport with all individuals in the school, i.e. parents, administrators, teachers, students, district workers, other staff and sales representatives. It is a necessity that the secretary be able to deal with difficult people in a positive, non-confrontational manner. A secretary who is proactive and able to deal with potential problems before they get out of hand is a valuable asset in this position.

Because work duties vary from day to day, the secretary must be able to use adaptive thinking to deal with tasks of substantial intricacy as well as those that are routine. It is important for the secretary to be able to assimilate and apply in a timely manner new job-related information that may also vary in complexity. The secretary must be able to make sound and appropriate decisions based on district policy especially when the principal is not available, work independently with limited supervision and be able to intervene with student/adults in crises/emergency situations when necessary.

The elementary secretary should demonstrate an affinity for working with young children, be able to provide for their basic needs and maintain a pleasant atmosphere for them. In an elementary school, this could mean assisting with repair or cleaning of clothing, directing students to the correct place after school, helping them get on their bus, treating minor injuries or consoling them when they are upset.

In summary, the elementary school secretary must be able to juggle routine tasks while coping with the never ending interruptions of honoring faculty requests, placating disgruntled parents, tending to children needs and dealing with numerous school visitors.

Job Functions

Essential Functions:
1. Use positive verbal and non-verbal communication and interaction skills when working with students, parents/guardian and other district personnel.
A. Greet and assist visitors in a courteous manner
B. Demonstrates professional telephone communication skills
C. Take messages for faculty, staff and students
D. Contact and establish a rapport with substitute teachers for the building
E. Listen to concerns, identify problems, explain procedures and negotiate workable solutions
F. Assist in promoting a positive public relations image
2. Demonstrate excellent English/grammar
A. Maintain accurate files, records and accounts
B. Have a working knowledge of accounting skills in order to accomplish the following:
1. Assist in preparation of the yearly budget.
2. Establish/maintain building budget allocations
3. Compile and compute Bid Sheets
4. Process Purchase Orders using the AS400 systems
5. Maintain the school's individual bank accounts
a. Make bank deposits
b. Reconcile bank statements
c. Count and receipt monies received by the school
C. Maintain a record of building keys; check in and out keys for employees
D. Keep an accurate building and fixed asset inventory
E. Order necessary supplies; check in and distribute material ordered
F. Prepare, collate, alphabetize, distribute and/or file materials to ensure the efficient operation of the office and school
G. Organize and maintain records for state accreditation
4. Have typing skills adequate to produce the following with accuracy:
A. Correspondence, memos, notices
B. Special Services forms
C. Work Orders
D. Employee Hires, Separation Notices, Job Change forms
E. Travel Requests
F. Staff and student schedules
G. Report Cards (may include posting grades from teachers)
H. Student Office Record Cards, cumulative record files and labels
I. Programs, awards and certificates
J. Other items as necessary (may include teacher PDP's, student materials, etc.)
5. Have sufficient computer skills to learn and use all district supported programs including:
6. Have a working knowledge of record keeping and is responsible for the records and reports for Personnel and Students.
7. Has capability to use all business machines in the building; insures that these machines are in working order, performs routine maintenance (change toner, ink cartridges, etc.).
8. Schedule use of the building

9. Sort and distribute mail


1. Handle medical/health related issues in the absence of the school nurse
A. Has a knowledge of basic First Aid
B. Is able to contact the parents of an injured student in a concerned but reassuring manner
C. Know and practice OSHA guidelines for handling potentially infectious materials (i.e. blood, vomit, other body fluids)
D. Follow district rules and regulations regarding administration of medication
E. Monitor and/or administer prescribed medications and treatments
2. Supervise Office Paraprofessionals (if applicable)
3. May be required to supervise students in any area of the building and/or premises
4. Schedule Parent/Teacher Conferences
A. Assist with setting up conferences
B. Confirm times with parents and make changes when necessary
5. Know the location of building mechanical systems and be able to operate systems such as alarms, lights, bells, clocks, etc.
6. Maintain confidentiality of all information concerning students, staff or parents/guardians in any setting and choose the appropriate time and place to discuss problems.
7. Provide training, assistance and support to staff as required
8. Is familiar with the Crisis Management Plan for the building.

Job Qualifications

Knowledge, Skills, and Mental Ability:
1. Capable of completing detailed tasks despite numerous interruptions
2. High level of organizational skills
3. Ability to assimilate and apply new information that may vary in complexity
4. Ability to interpret rules and regulations as they pertain to District Policy, State or Federal Law.
5. Able to work with limited supervision
6. Ability to work with outside agencies, parent and other school districts while maintaining strict confidentiality
7. Is proactive; able to anticipate potential problems in time to alert the principal and staff

8. Can be depended upon to make decisions that are practical and sensible in everyday as well as emergency situations

Minimum Requirements (Education, License, Certification, Experience or Training):
High School Diploma
Computer Experience (Mac preferred)

Equipment Used

Binding Machine
Paper Cutter

Multi-line Telephone

Physical Demands
Have visual acuity and stamina to work at a computer throughout the day
Finger strength and dexterity to work at a keyboard for long periods of time
Lower body strength to stand and walk throughout the day (may include climbing stairs)
Upper body strength to lift and carry up to 50 lbs.
Able to sit for long periods of time
Frequent exposure to contagious childhood/communicable diseases
Occupational exposure to potentially infectious body fluids

Environmental Demands
Fluorescent lighting

Occasional exposure to weather extremes
High noise level from telephones, equipment, students and activities
Temperature fluctuations

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