Job Title:                Secretary II, Middle School

Job Code:              122

Grade:                     F

DOT Code:            201362030

Prepared By:         Richard Dezendorf

Prepared Date:      December 9, 1997

Approved By:       David A. Barr

Approved Date:   April 3, 2001

SUMMARY

Working under the direction of the principal, performs a wide variety of responsible clerical duties involving all phases of office work:  financial records, pupil attendance and accounting, supplies and equipment, health and safety and general routine.  Employee also relieves the principal of administrative details involved in established office procedures.  In the smaller schools, an individual is solely responsible for all clerical duties.  In the larger schools, employee is aided in work assignment by one or more clerical assistants on either a part-time or full-time basis.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Essential duties and responsibilities include the following. Other duties may be assigned.

(These examples are intended only as illustrations of the various types of work performed.  Actual work assignment may vary from school to school depending on the number of office personnel and the directions of the school principal.)

• Reads and routes incoming mail.
• Bookkeeping (elementary and middle schools)
• Pays all school bills
• Computer contact person for the school as assigned by the principal.
• Maintain the absence report for school employees.
• Administers medication to students.
• Locates and attaches appropriate file to correspondence to be answered by employer.
• Files correspondence and other records.
• Answers telephone and gives information to callers or routes call to appropriate official and places outgoing calls.
• Greets visitors, ascertains nature of business, and conducts visitors to employer or appropriate person.
• Make copies of correspondence or other printed matter.
• Prepares outgoing mail.
• Acts as office receptionist.
• Distributes mail.
• Composes and types routine correspondence.
• Types announcements, bulletins, news letters and other materials for in-school and home distribution.
• Types reports to central administration, state and federal offices on instruction, in-service meetings, teacher appraisals and confidential reports on medical, psychological and social behavior problems.
• Prepares annual school report.
• Type and file monthly payroll report.
• Keeps office bulletin board attractive and up to date.
• Types weekly or monthly calendar and bulletins.
• Keeps schedule of building use for meetings.
• Arranges for refreshment for meetings held by principal.
• Enrolls new student to the school.
• Helps parents who cannot read or write fill out necessary enrollment forms.
• Make cumulative record and other records, such as health and physical fitness record, for students new to the school.
• Verifies birth date information; contacts parents when such data is missing.
• Type transfer and withdrawal notices and secures teachers’ signatures as needed.
• Sees that cumulative record and other needed records are complete for withdrawing or transferring pupils and sent to the Pupil Records and Census Office or to the transfer school.
• Answers requests from other schools for children who have withdrawn from Caddo Parish Schools.
• Administers first aid to injured children.
• Calls and checks with parents when a child is to be excused from school.
• Keeps a record of Civil Defense and Fire Drills.
• Collects fees and fines for such purposes as book fees, student insurance, lost books, and fines for building damage.
• Collects monies from vending machines.
• Write receipts for monies collected, verifies case received, and deposits money in bank accounts.
• Checks and reconciles bank statements.
• Prepares purchase orders for items approved by the principal.
• Checks bills against purchase orders, invoices, and sales slips; obtain payment authorization from principal; prepares and mails checks in payment of approved vendor bills.
• Posts entries to accounting records and prepares financial reports required by the central business office.
• Trains student helpers and teachers in use of office equipment.
• Prepares orders for textbooks, materials and supplies, and small equipment.
• Files letters, catalogs, publications, memoranda, and other correspondence received at the school.
• Ability to work tactfully and harmoniously with schools, staff, agencies, parents and/or the public.
• Physical stamina and emotional stability to work effectively under pressure and to keep all aspects of the job under control.
• Ability to command the respect and liking of students.
• Ability to hold records, reports and conversations in confidence.
• Pleasant and correct telephone manner.
• Legible handwriting.
• Ability and initiative to plan, organize and carry out assignments under minimum supervision.
• Ability to maintain regular attendance.
• Neat, well groomed, and appropriately dressed appearance.
• Performs other related duties as required or assigned.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE

High School Diploma or GED with additional specialized or technical training.  Two to four years job-related experience or equivalent combination of education and experience.

LANGUAGE SKILLS

Ability to read and interpret documents such as safety rules, operating instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to communicate with supervisor and other employees.

REASONING ABILITY

Ability to apply commonsense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

SKILL RELATED

Ability to type a minimum of 60 correct words per minute and to operate office machines such as a typewriter, copying machine and duplicating machine.

PHYSICAL DEMANDS

The   physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  While performing the duties of this job, the employee is regularly required to sit and use hands to handle or feel objects or controls. The employee is occasionally required to walk and talk or hear.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is usually quiet.

PROFESSIONAL CONDUCT

Employee acknowledges that he/she is required to maintain a high standard of professional conduct.  Breach of said professional conduct includes but is not limited to: neglect of duty, dishonesty, engagement in acts that are contrary to CPSB policy, unlawful activities, or any other conduct which is seriously prejudicial to the school system.

CHAIN OF SUPERVISION

School Principal

TERMS OF EMPLOYMENT

204 days

Employee Name:  _________________________________________   SSN:  ________-____________-________

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Employee Signature                                                                                             Date