MAYFIELD INDEPENDENT SCHOOL DISTRICT

SECRETARY I 

Class Code: 7775 

BASIC FUNCTION: 

Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in routine administrative tasks and coordinate school office activities; perform public relations and communications services for the Principal. 

DISTINGUISHING CHARACTERISTICS: 

School Secretary I - Elementary incumbents perform a variety of clerical and secretarial duties in a small to medium-sized school. School Secretary II - Elementary incumbents perform a variety of clerical and secretarial duties in a large elementary school with a larger number of faculty, student body enrollment and educational programs. 

REPORTS TO: Principal                                                            APPROVED: 9/18/2017 

REPRESENTATIVE DUTIES: 

• Coordinate a variety of office activities to assist the Principal with administrative tasks; prepare and accurately maintain a variety of reports, records and files relating to students, staff, budgets, operations and activities. 
• Serve as secretary to the Principal; compose routine correspondence independently; prepare, type and distribute communications and minutes of meetings; schedule appointments and meetings as requested; receive, open and route mail. 
• Train and provide work direction to clerical personnel and student workers as assigned; monitor workflow and adjust duties to complete assignments in a timely manner as assigned. 
• Provide information concerning school policies, procedures, actions, activities and schedules as appropriate; maintain school calendar and serve as a coordinator of events. 
• Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory and student activities; prepare and maintain related records, files and logs. 
• Collect and account for monies collected in conjunction with school activities; secure monies and process according to established procedures. 
• Administer first aid to ill and injured students; contact the nurse, parents or public safety agencies as appropriate. 
• Register, release or transfer students; complete enrollment information and database.
• Operate a variety of business equipment including typewriter, calculator, copiers, computer equipment and other school office machines. 
• Requisition, receive, store and distribute supplies and office materials; maintain materials and equipment inventory as assigned. 
• Provide clerical assistance to faculty and staff as needed. 
• Orient new and substitute teachers; provide directions, keys and instructional materials.
• Perform related duties as assigned.
• Maintain a professional appearance.
• Maintain regular punctual attendance. 

KNOWLEDGE AND ABILITIES: 

KNOWLEDGE OF: 

• Modern office practices, procedures and equipment. 
• Record-keeping techniques. 
• Health and safety regulations. 
• Correct English usage, grammar, spelling, punctuation and vocabulary.
• Oral and written communication skills. 
• Interpersonal skills using tact, patience and courtesy. 
• Telephone techniques and etiquette. 
• Basic first aid techniques. 
• Operation of standard office machines including computer equipment. 

ABILITY TO: 

• Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks. 
• Perform public relations and communications services for the Principal. 
• Add, subtract, multiply and divide quickly and accurately. 
• Understand and follow oral and written directions. 
• Compose correspondence independently. 
• Complete work with many interruptions. 
• Type at an acceptable rate of speed. 
• Work independently with little direction. 
• Establish and maintain cooperative and effective working relationships with others.
• Learn, interpret, apply and explain rules, regulations, policies and procedures.
• Operate a variety of office machines including typewriter, computer terminal, calculator and copiers. 
• Understand and work within scope of authority. 
• Maintain good public relations with students, parents, teachers and the public. 
• Meet schedules and time lines. 
• Plan and organize work. 
• Train and provide work direction to others. 
• Compile and maintain accurate records and prepare reports. 
• Work confidentially with discretion. 
• Communicate effectively both orally and in writing. 
• Administer first aid to ill or injured students. 

EDUCATION AND EXPERIENCE: (preferred) 

Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and two years of increasingly responsible clerical and secretarial experience involving frequent contact with the public.