Lead Secretary - High School

Overview

POSITION PURPOSE: 

Depending upon the size, calendar, and needs of the assigned school, this position serves in roles such as secretary to the principal.  Provides advanced clerical functions for the front office of a middle or high school.  Serves as Human Resources (HR) liaison for school staff. Processes payroll and ensures records are maintained.  Serves as front office coordinator.

MINIMUM QUALIFICATIONS: 

KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)

• Considerable knowledge of the standard procedures for running a busy office;
• Considerable knowledge of Microsoft Office Word, Excel, and PowerPoint; Google Apps;
• Strong organizational skills and time management skills;
• Ability to concentrate on accuracy of details;
• Ability to maintain confidentiality;
• Ability to prepare routine and specialized bulletins, correspondence, and reports on own initiative or as directed;
• Excellent customer service skills with the ability to calmly route concerns to appropriate staff;
• Ability to learn pertinent district policies and procedures rapidly, apply them in appropriate situations, and explain them to staff, parents, students, and the public;
• Ability to effectively maintain records;
• Ability to communicate information 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 exercise independent judgment and initiative in completing work assignments and determine when to refer situations to supervisor;
• Ability to work under pressure, meet short deadlines, and shift suddenly to new tasks when priorities change;
• Ability to assist students with medication and health needs, as needed;
• Ability to establish and maintain positive and effective working relationships with diverse groups of school system staff, students, parents, external agencies, vendors, and the

EDUCATION, TRAINING, AND EXPERIENCE

• High school diploma or GED;
• Two years of experience performing advanced clerical work.

CERTIFICATION AND LICENSE REQUIREMENTS

• None

PREFERRED QUALIFICATIONS:

• Associate’s degree from a regionally accredited college or university;
• Clerical experience within a school district or similar environment;
• Knowledge of generally accepted governmental accounting principles; knowledge of Oracle based accounting/payroll systems;
• Bilingual English and Spanish (fluent verbal and written) skills.

ESSENTIAL DUTIES AND RESPONSIBILITIES:  

Maintains payroll records for school, including maintaining an accurate record of absences for school‐based employees in Oracle; receives and processes staff timesheets for non-certified staff members; processes and tracks leave requests for staff members; answers questions pertaining to payroll; serves as contact between school staff and Compensation Services; performs thorough examination on payroll records to ensure accuracy for work evaluation and audits.

Serves as HR liaison for school staff: posts open positions, pulls requested Oracle reports; assists with onboarding of new staff members; assists in HR problem solving and education information sharing; contacts appropriate teams in HR to address employee needs, such as name/address changes, salary questions, workers’ compensation issues, and, long-term leave requests.

Monitors substitute system, checks substitutes in, and reports substitute status to Administrator.

Submits work orders, as directed, by principal or assistant principal.

Assists with master school calendar and schedules the use of the school facility, as assigned.

Administers prescribed medication to students according to directions provided by medical professional, as needed.

Serves as a front office coordinator.

Performs other related duties, as assigned.

WORKING CONDITIONS:

PHYSICAL ENVIRONMENT

Must be able to use a variety of office equipment such as computers, scanners, and copiers.  Must be able to communicate effectively.  At times requires the ability to lift, carry, push, pull or otherwise move objects up to ten pounds.  Due to the amount of time spent standing and/or walking, physical requirements are consistent with those for sedentary work.

WORK ENVIRONMENT

Must be able to work in a school or office environment and come into direct contact with school system staff, students, parents, external agencies, vendors, and the community.

EFFECTIVE DATE:5/2023

DISCLAIMER:  The above statements are intended to describe the general purpose and responsibilities assigned to this position.  They are not intended to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and skills that may be required of the employees assigned to this position.  This description may be revised by the supervisor, with HR review and approval, at any time.