Forks Elementary School Office Secretary

QUALIFICATIONS:

• High School Diploma/GED
• Excellent human relations and interpersonal skills
• Strong computer skills
• Excellent verbal and written communication skills

POSITION INFORMATION:

• 8.0 hours per day (7:30 a.m. to 3:30 p.m.) 190 days per year (includes 11 holidays)
• PSE Scale/Administrative Assistant

JOB DESCRIPTION

Quillayute Valley School District

OFFICE SECRETARY

Purpose Statement

The job of Office Secretary was established for the purpose/s of providing secretarial support to school site; establishing and maintaining records; compiling and distributing materials and reports; and responding to inquiries from a variety of internal and external sources.

This job reports to School Principal or Department Supervisor 

Essential Functions

• Collects payments for a variety of events (e.g. fines, fees, and fund raisers, lunches, etc.) for the purpose of completing transactions and/or securing funds. 

• Communicates with students, teachers, parents, district employees, etc. (e.g. courtesy calls to parents, attendance history, parent letters, passes to students, etc.) for the purpose of resolving problems and coordinating activities and processes. 

• Compiles data (e.g. work orders, budget reports, specialized reports, personnel records, etc.) for the purpose of preparing reports or processing requests. 

• Coordinates assigned projects and/or activities (e.g. proper distribution of materials to a variety of departments, arrangements for conferences, meetings, travel requirements, personnel to proctor all exit assessments, etc.) for the purpose of completing activities and/or delivering services in a timely fashion. 

• Maintains documents, files and records (confidential and non-confidential) (e.g. work orders, time sheets, expense reimbursement requests, daily absences, disciplinary reports, extended absence reports, etc.) for the purpose of providing up-to-date reference and audit trail for compliance. 

• Maintains inventory of supplies and materials (e.g. forms, office supplies, etc.) for the purpose of ensuring items’ availability. 

• Operates automated student attendance system and other software as needed (e.g. recording data, generating cyclical reports, writing query requests for data, etc.) for the purpose of accurate tracking and documentation of student attendance information. 

• Prepares a variety of correspondence, reports and other materials (e.g. letters, memorandums, minutes, charts, periodic and ad-hoc reports, letters to parents, daily attendance roster, etc.) for the purpose of documenting activities, providing written reference, and/or conveying information. 

• Processes a variety of documents and materials (e.g. time sheets, work orders, requisitions, travel reimbursements, etc.) for the purpose of disseminating information in compliance with established administrative guidelines. 

• Researches discrepancies of attendance information and/or documentation for the purpose of ensuring accuracy and adherence to procedures prior to processing for action. 

• Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction. 

• Schedules activities (e.g. appointments, meetings, travel reservations/accommodations, facility usage, etc.) for the purpose of making necessary arrangements for assigned administrator. 

• Supports assigned school personnel (e.g. answer phones, oversee students in office, special committees, etc.) for the purpose of ensuring the efficient operation of the site.

Other Functions

• Administers first aid and prescription medications to students (under the direction of a health care professional) for the purpose of meeting immediate health care needs within established guidelines. 

• Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions. 

• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.  

Job Requirements: Minimum Qualifications

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment including using job related software applications, and preparing and maintaining accurate records.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and analyze situations to define issues and draw conclusions. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette; common office machines; and concepts of grammar and punctuation; and office methods and practices.

ABILITY is required to schedule activities, meetings, and/or events; gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; work with data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited to moderate. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities, communicating with diverse groups, maintaining confidentiality, meeting deadlines and schedules, setting priorities, working as part of a team, and working with frequent interruptions.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods; providing information and/or advising others; and operating within a defined budget. Utilization of some resources from other work units is often required to perform the job's functions. There is a continual opportunity to have some impact on the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: some lifting, carrying, pushing, and/or pulling; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing.  The job is performed in a generally hazard free environment.

Experience Job related experience with increasing levels of responsibility is desired.

Education High School diploma or equivalent.

Equivalency None Specified

Required Testing Certificates & Licenses

Pre-employment Proficiency Test None Specified

Continuing Educ. / Training Clearances

None Specified Fingerprint/Background Clearance

FLSA Status Approval Date Salary Grade

Non Exempt