Teachers' Secretary

DESCRIPTION 

This is a school-based clerical/secretarial work of a confidential nature. An employee in this class, with general supervision from a designated administrator or teachers, provides clerical assistance to the staff. Performance is evaluated periodically 

MINIMUM QUALIFICATIONS 

Education: 

• High school diploma or equivalent (must scan and upload to the online application at the time of submission). Foreign credentials must be evaluated as U.S. High School diploma or above by an MSDE approved organization. For a list of approved vendors, please click here 

Experience: 

• One year of general office experience. Must be able to use the keyboard at a moderate rate of speed. Graduation from an accredited university or college with a minimum of an associate degree or successful completion of 60 credit hours may be substituted for the required experience. An official college transcript is required.  

PREFERRED QUALIFICATIONS 

• Experience with Microsoft Office database applications. Experience working in a school setting. 

ESSENTIAL POSITION RESPONSIBILITIES 

The below list is a summary of the functions of the job, not an exhaustive or comprehensive list of all possible job responsibilities, tasks, and duties. 

• Performs general secretarial tasks including, but not limited to, typing, maintaining records, logs and databases; make photocopies, files, mail distribution, etc. 

• Answers telephone communications and record messages. 

• Communicates positively and effectively with staff, students, parents, and/or visitors. 

• Type letters, reports, forms, bulletins, and newsletters. 

• Compiles and maintains student data, attendance records, and registration records. 

• Operates computer and other office equipment. 

• Prepare curricular materials for teachers. 

• Organizes, prepares, and publishes weekly newsletters. 

• Operates several types of office machines for reproduction, copying, and collating for teachers and staff. 

• Answers the telephones, takes written and oral messages, and gives information within the scope of assigned responsibilities. 

• Maintain files and records appropriately. 

• Collect monies for specific purposes. 

• Orders, receives, inventories, and issue supplies. 

• Greets visitors and escorts individuals to various activities within the building. 

• Assists with the registration of new students. 

• Assists teachers in planning field trips. 

• Assist in the supervision of student aides. 

• Assist administrators with the work schedule for substitute employees.  

• Operates various office machines. 

ESSENTIAL KNOWLEDGE, SKILLS, AND ABILITIES 

The below list is a summary of the knowledge, skills, and abilities required for success in this position, not an exhaustive or comprehensive list.  

• Knowledge of record keeping methods. 

• Ability to maintain confidentiality. 

• Ability to perform general clerical duties. 

• Knowledge of business English, spelling, punctuation and grammar, and office procedures. 

• Ability to type from rough draft and keyboard at a moderate rate of speed. 

• Knowledge of alphanumeric filing systems. 

• Ability to type and prepare correspondence. 

• Knowledge of inventory control methods and methods commonly used in the training for acquiring clerical skills. 

• Strong human relations skills. 

• Ability to be able to meet timelines. 

• Ability to communicate clearly and concisely, both orally and in writing, with school administrators, central office personnel, faculty, staff, parents, students, and the community. 

• Knowledge and skill in the use of computers and all aspects of word processing, database, and spreadsheet software programs. 

• Knowledge of operating and maintenance of other office equipment, including computers. 

• Ability to manage the office and provide training for other office personnel. 

• Ability to coordinate his/her daily activities or schedule. 

• Ability to be flexible and adaptable in a variety of situations and remain calm under trying circumstances. 

• Ability to work harmoniously with individuals and groups of employees. 

• Ability to work with frequent interruptions, perform multiple tasks, and maintain various organizational systems needed at the school. 

• Ability to count money accurately and make basic math computations quickly and accurately. 

• Ability to maintain efficient office procedures and a system for keeping track of requested actions and reports. 

ADDITIONAL REQUIREMENTS 

Working Hours 

• The duty day for this position is 7.5 hours, which will include a 30-minute unpaid, duty-free lunch period. 

APPLICATION REQUIREMENTS 

Complete applications must be submitted, and once your application has been submitted, you will not be able to add documentation or make any changes. Incomplete applications will not be accepted. Resumes will not be accepted in lieu of a completed application.  
  

SELECTION CRITERIA 

Applicants who meet the minimum qualifications will be included in further evaluation. Interviews will be limited to applicants who, in addition to meeting the basic requirements, have experience and education which most closely match the qualifications and the school system's needs.