SUBSTITUTE SECRETARY

Company: Elizabethtown Area School District
Location: Elizabethtown
Posted on: May 27, 2023

Job Description:

Position Type:
Substitute/Secretary

Date Posted:
8/31/2022

Location:
DISTRICT WIDE

Closing Date:
05/31/2023POSITION TITLE: Substitute Admin Asst - Building
STATUS: As needed

DEPARTMENT: Secondary/Elementary

REPORTS TO: Administrator/Principal
CATEGORY: Support

SUPERVISES: None

General Responsibilities/Job Summary:
This is full performance clerical work. Duties involve a variety of office support responsibilities performed at this level either in school buildings generally or for a functional program.

Work is supervised by an administrative superior. Assignments are stable in nature and are carried out in accordance with existing instructions, precedents, practices, and procedures.

Essential Functions/Duties:

• Draft, modify, and disseminate basic school bus routes and special runs; assigns students to buses and student identification numbers; records names of student riders; as needed; keeps program records and completes and submits state reports; warehouses materials
• Maintain and update the District student record management system; periodically review student data and correct any errors; manage, organize and update student and staff historical records; oversee and manage enrollment for all students K-12; communicate with families, staff and the community on all issues regarding enrollment; work with the Home and School Visitor on attendance reporting
• Maintain various school records (employees, students, attendance, lunch count, free and reduced lunch, athletics, equipment, discipline, etc.) and prepares related reports
• Process student enrollment changes
• Input data and maintain databases
• Maintain inventory; as requested, order and distribute supplies
• Maintain and publish school calendar of events; schedule conferences; solicit volunteers for activities
• Maintain and update student and staff historical records
• Coordinate and complete enrollment of all new students K-12
• Maintain petty cash and related fiscal records
• Verify free and reduced price meal applications
• Assist parents and students with account information, refunds and transfers
• Assist staff with departmental and district policies and procedures
• Prepare and follow-up on purchase orders for building/department
• Complete and issue student working papers
• Handle building/department emergencies
• Accurately word process correspondence, report, memoranda, forms, agendas, program data, financial information, announcements, booklets, and schedules; desktop publishes newsletters and flyers
• Greet office visitors and answer the telephone; determine purpose of contact and responds to inquiries within area of responsibility or refers person to the appropriate staff member
• Operate public address system; place outgoing calls
• Receive, open, sort, and distribute incoming and prepare outgoing mail
• Establish, maintain, and retrieve data from, manual and automated files
• Duplicate, collate, and distribute materials
• Operate standard office and office specific equipment
• Assist in preparation of attendance tracking
• Attend work regularly and on time, and complete assigned tasks
  Additional Duties:
  • Perform other related duties as assigned by supervisor(s)
    Knowledge, Skills and Abilities:
    • Knowledge of clerical principles and practices
    • Knowledge of modern office principles and practices
    • Skill in the use of standard office equipment
    • Ability to expeditiously learn school or program operations, policies and procedures
    • Ability to understand and effectively follow oral and written instructions
    • Ability to perform basic math using whole numbers, common fractions, and decimals consistent with the duties of this position
    • Ability to learn and effectively utilize computers, and software especially as systems are upgraded
    • Ability to react well under pressure, handle and balance multiple demands at one time, work with frequent interruptions, and perform duties and tasks at expected levels of professionalism
    • Ability to learn and upgrade job skills in order to meet changing demands of the position
    • Excellent computer and keyboarding skills
    • Ability to meet strict deadlines
    • Proficient in use of databases and data entry
    • Ability to communicate clearly and concisely both in oral and written form using a variety of communication techniques and tools to ensure the appropriate flow of information, collaborative efforts, and feedback
    • Ability to maintain confidentiality in all aspects of work and in working relations with associates, district staff, and vendors
    • Ability to correctly word process and enter data at an acceptable rate of speed
    • Ability to maintain manual and automated files
    • Ability to compute data accurately
    • Ability to maintain standard school or program office records and to prepare related reports
    • Ability to stand, walk, sit, stoop, bend, reach, handle, finger, talk, hear, see; and may be required to lift and carry up to 25 pounds
    • Ability to establish and maintain effective working relations with the public, office clientele, government and school officials, media, community agencies, venders and their employees, and associates
      Minimum Qualifications:
      • Education and Training: High school diploma
      • Experience: Two years of progressively responsible clerical or office assistant experience; Or any equivalent combination of acceptable education and experience
      • Required Certification/Licenses:
      • Travel Requirements:
        Working Conditions:
        • School setting, including offices, hallways and school grounds

Keywords: Elizabethtown Area School District, Reading , SUBSTITUTE SECRETARY, Administration, Clerical , Elizabethtown, Pennsylvania