A Secretary performs office administrative work and provides administrative assistance to an office staff. Organizes files and assists with record keeping and data base management. Manages office calendars and helps to organize office workflow. Provides administrative support for reports and budgets. Documents office expenses. May handle phone inquiries. May help to arrange travel for office staff.
Coordinate the collection, auditing, and reporting of campus Public Education Information Management System (PEIMS) data. Responsible for maintaining student records at the campus level including processing student enrollment, transfers, and withdrawals for the campus.
JOB QUALIFICATIONS
Education/Certification:
High school or GED Two or more years secretarial experience in public education environment preferred
Special Knowledge/Skills:
Ability to maintain accurate and auditable records Ability to use personal computer and software to develop or maintain spreadsheets and databases, and word processing Proficient keyboarding and file maintenance skills Basic math skills Strong organizational, communication, and interpersonal skills
Duties and Responsibilities:
Records, Reports, and Correspondence Maintain physical and computerized records including student cumulative folders, progress, and failure reports.. Process new student records, including requesting transcripts and records from other schools, setting up cumulative folders, and entering student data into appropriate databases. Coordinate grading process, including processing of scan sheets, verification and correction of grades, and printing and distribution of report cards. Assist Counselor with calculating grade point averages, class rank, and prepare honor rolls. Process enrollment, withdrawals, and transfer of students and process applicable records. Assist campus administration and counselors with the preparation of reports and student data information. General Prepare written correspondence, forms, schedules, or reports using a personal computer. Prepare instructional materials, meeting agendas, honor rolls, and campus communication as requested. Schedule meetings and appointments and maintain a calendar for the principal. Assist students, teachers, and parents as needed. Receive incoming calls, take reliable messages, and route to appropriate staff. Maintain physical and computerized files including an inventory of office supplies, mailing lists, student records, visitor logs, and office communication as assigned. Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records. Prepare and process purchase orders. Receive, store, and issue supplies and equipment. Prepare and make cash deposits for activity account(s). May be responsible for maintenance of activity checkbook(s) and ledger(s). Assist with coordination of faculty meetings and campus activities. Assist with campus budget preparation. Maintain confidentiality. Assume responsibility for acquiring those secretarial skills necessary for fulfilling assigned duties. Complete other duties as assigned.
