Job Information
Dakota Valley School Secretary in NORTH SIOUX CITY, South Dakota
QUALIFICATIONS: 1.) Have at least one year of successful secretarial experience or training with a
reasonable degree of proficiency in the areas of typing, filing, copying, telephone management, and office management;
2.) Have a pleasant attitude; possess a high degree of confidentiality and the ability to adhere to policies and procedures;
3.) Have experience with computers or be willing to take the needed steps to become proficient;
4.) Have a good command of the English language in both verbal and written communication;
5.) The Board of Education reserves the right to hire the best individual possible.
REPORTS TO: MS/UE Principal
JOB GOAL: To run a smooth, efficient, office while being courteous and helpful to ensure the maximum positive impact on the education of our children.
PROFESSIONAL RESPONSIBILITIES:
1.) Receives and routes all incoming telephone calls promptly.
2.) Greets visitors, schedules appointments, and controls access of personnel and visitors to the building, to the principals office, school files, supply room, etc.
3.) Sorts and distributes mail.
4.) Maintains accurate record of daily student attendance (absent / tardy) from all classrooms, each period of the school day; Informs principal of excessive attendance issues.
5.) Issues classroom passes and tardy slips to students, as needed.
6.) Prepares oral and written daily student announcements. Updates school announcement web page daily. Prepares faculty announcements weekly, or as needed.
7.) Maintains all necessary student records.
8.) Enters administrative information, into the computer programs as requested.
9.) Maintains and updates transcripts for each student.
10.) Provides assistance to students with the enrollment and drop / transfer process, completing computer and written documentation.
11.) Provides an efficient filing and records-management system.
12.) Maintains all permanent records of each student including releasing requested grades, transcripts, insurance, immunization and IEP information.
13.) Executes all office correspondence, as requested by the principal.
14.) Assists teachers and bussing supervisors with discipline referrals to the principal; copies and distributes detention and in-school referrals, including any forms to be completed, filed and mailed.
15.) Notifies parents, by mail, of student discipline, excessive absences and tardies. Maintains attendance and discipline files on each student.
16.) Organizes and implements policies and procedures set by the principal.
17.) Makes all necessary arrangements for student awards including: Graduation, Academic Luncheon, fall and spring activities / Academic Awards Nights.
18.) Prepares programs to be distributed at school events.
19.) Coordinates with the principal, all necessary arrangements for graduation.
20.) Temporarily monitors instructor's classrooms as requested by the instructor or principal.
21.) Prior to the school term, organizes and distributes all necessary forms for personnel and students (i.e., registration, enrollment, activity programs, locker assignments, master class schedule, master time schedule, class rosters, phone list, duty list, back to school letter, etc.)
22.) Inventories and orders all supplies for the office and coordinates yearly supply orders. Collects purchase orders from staff and checks in all supplies to ensure correct orders. Missing items and discrepancies are then reported to the business office.
23.) Locates and compiles information as needed and/or requested by the principal.
24.) Analyzes grade reports for errors. Prepares and mails progress reports and report cards, as needed throughout the school term.
25.) Maintains confidentiality of personal information regarding students, staff, and parents/guardians.
Keeps the principal alerted to existing or potential problems.
27.) Organizes senior group picture each fall and coordinates with the school photography company to create the senior class composite each spring.
28.) Orders and stamps lunch collection envelopes with food service deposit stamp for ES, MS, and HS. Collects money and makes change for students daily.
29.) Updates enrollment records in the computer system, including activation, deactivation and open enrollment.
30.) Updates student schedules in the computer.
31.) Creates honor roll lists (principals, deans list, scholastic) each quarter and semester of the school term. Manages the Straight A Honor Roll Program (Subway certificates) each quarter.
32.) Provides student information / announcements, via e-mail, to the Leader Courier and Two Rivers Times for publication.
33.) Manages student and staff member of the month. Prepares certificates and maintains display board.
34.) Prepares staff absence reports for the Business Office, as absences occur.
35.) Calls in substitute teachers, as requested by the principal, maintaining an accurate record of substitute teacher workdays. Prepares substitute teacher payment vouchers for the business office on a monthly basis.
36.) Updates school website calendars and announcements.
37.) Maintains and updates school auditorium schedule for the school district.
38.) Routes bus / transportation requests, as necessary. Prepares and mails bus disciplinary notices.
39.) Makes arrangements for copy machine repair.
40.) Administers medication / first aide to students in the absence of the school nurse. Performs computer documentation of medication administration and first aide.
41.) Supervises student aides. Temporarily supervises disobedient students sent to the office. Handles any issues / conflicts that arise between students, as needed.
42.) Oversees lunch room / break activities, as needed.
43.) Distributes parent notes, mail, school / sport pictures and other information to students throughout the day.
44.) Gathers student textbooks and homework assignments from teachers, for students who have been absent due to illness / vacation, as requested by principal, parents or students.
45.) Attends back to school open house, new student orientation and parent / teacher conferences; greets parents, provides report cards and other pertinent information, sells activity tickets and pass books. Collects lunch money for the school lunch program.
46.) Assists Booster Club and PTO, as needed.
47.) Administers / Proctors student testing. (College exams, etc.)
48.) Acts as liaison between staff and maintenance / custodial staff.
49.) Acts as liaison between local vendors and the Concession Supervisor, National Honor Society Advisor, Student Council Advisor and Teachers.
50.) Collects money for school organizations (Student Council, PTO, Booster Club, Prom Committee, etc.)
51.) Composes drivers education information letter and student rosters. Collects payment and provides deposit information to the Business Office.
52.) Proof reads course guides and athletic programs for spelling errors, etc., for the counseling / athletic department.
53.) Uses word processing, excel and other computer programs to compose and produce business correspondence, reports and other related material.
54.) Assists students and faculty and staff throughout the day, as needed.
55.) Performs other duties, as requested by