General Description of Duties Under the direct supervision of the Middle School Principal/Assistant Principal and/or designee, the purpose of the position is to perform duties associated with the main office secretarial functions and provide administrative support to the Principal/Assistant Principal or designee. Employees in this position must function at an experienced secretarial level with superior technology skills. The employee will be responsible for the preparation of correspondence, answering the phone, receptionist's duties, directing phone calls, compiling reports and all matters related to the functioning of the main office. Employee also serves as backup to other clerical positions in the Middle School.

Specific Duties and ResponsibilitiesIs a confidential secretary;Is responsible for coordinating the work of other clerical staff within the office;Maintains communication between the principal and faculty;Communicates between the school and central office;Schedules appointments for the principal and maintains his/her calendar, maintains FMS calendar and Building & Usage school calendar;Answers the telephone, provides assistance and screens calls to the principal and administrative staff;Is responsible for compiling and printing all reports requested by the building principal;Is responsible for using word processing, database and other software programs;Processes and distributes correspondence for the principal;Prepares memos, correspondence, reports and documents;Prepares and calculates monthly enrollment reports, weekly staff cover sheets, and time cards;Prepares paperwork for substitute schedules (i.e., lesson plans, homeroom and classroom lists, attendance, schedules);Provides coverage for teachers and teacher assistants when necessary;Performs selected receptionist duties: greets and assists staff, students and visitors; answers questions for staff, parents, students, and others;Assists parents and others with forms and procedures;Monitors the use of the copiers and fax machine;Supervises students in the office while waiting for parent(s)to pick them up due to illness;Locates students whose presence is requested in the office (i.e., parents dropping off belongings, assistant principals request, early dismissal due to appointment);Initiates and maintains personnel records, maintains personnel cards, academic records, registers, emergency data, and confidential student records;Coordinates new student registration, inputs data into Student Information System, and/or requests permanent records from previous school;Coordinates student withdrawal process including paperwork, mailing of permanent record information to forwarding school;Coordinates report card schedule, processes school-year report cards and summer school report cards, and updates student grades;Is responsible for technology duties associated with the school;Is responsible for documenting and screening all visitors that enter or leave the building;Is responsible for maintaining the school budget, processing requisitions/purchase orders, invoices, bills, collecting and reconciling certain monies and receipts;Conducts daily dismissal and announcements, at the request of the principal;Activates and issues fobs to school personnel;Confirms FMS student residency and collects proper documentation; Organizes student lists for transportation;Compiles and prints daily attendance, in absence of attendance clerk;Performs any additional duties as per the Principal/Designee.

Skills and QualificationsMinimum of 2 years related work experience.

Accurate typing skills.

Strong mathematical and analytical skills.

Proficient computer skills, including Microsoft Office with the ability to learn new applications.

Effective oral and written communication and interpersonal skills.

Ability to exhibit a high level of confidentiality and integrity. Minimum Training and ExperienceHigh school diploma or GED with additional educational/experience credentials, including an Associates degree or certification in Secretarial Sciences from a recognized post-secondary institution or an equivalent combination of education, training and experience.

Performance AptitudesRequires the ability to calculate, compute, summate, and/or tabulate data and/or information. Includes performing subsequent actions in relation to these computational operations.

Requires the ability to provide guidance, assistance, and/or interpretation to others on how to apply procedures and standards to specific situations.

Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools and/or materials used in performing essential functions.

Requires the ability to utilize a wide variety of reference and descriptive data and information.

Requires the ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; may require ability to utilize principles of fractions and/or interpret graphs.

Requires ability to apply principles of rational systems. Ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form. Ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.

Requires the ability to exercise the judgment, decisiveness and creativity required in situations involving evaluation of information against measurable or verifiable criteria.

Requires the ability to perform tasks that require visual perception and good oral communications.

ADA CompliancePhysical Ability:

Tasks involve the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.

Environmental Factors:

Tasks are regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, violence, disease, or pathogenic substances