7 hours Secretary and 1 hour Office and Records Assistant

Secretary Pay Range $16.33 - $21.65

Office & Records Pay Range $16.06 - $21.27

Purpose Statement

The job of Secretary (JC549) is done for the purpose/s of providing a variety of responsible secretarial and clerical duties in support of the assigned office; and providing information and assistance to students, faculty, staff, and the general public.

This job reports to the Principal and/or Director

Essential Functions

• Compiles information and data from a wide variety of sources (e.g. reports, demographic data, lists/ forms, correspondence, etc.) for the purpose of complying with financial, legal, and/or administrative requirements.
• Coordinates a variety of programs and/or activities (e.g. appointments, meetings, conferences, workshops, travel and accommodations, work assignments, schedules, etc.) for the purpose of ensuring availability of facilities and/or equipment and delivering services in conformance with established guidelines.
• Informs personnel regarding a variety of procedures and program requirements for the purpose of providing necessary information for making decisions, taking appropriate action and/or complying with financial, legal and administrative requirements.
• Maintains a variety of inventories (e.g. orders and/or requisitions supplies and materials, and equipment, etc.) for the purpose of ensuring the orderliness of department area and availability of up-to-date materials and required items.
• Maintains a wide variety of confidential and non-confidential manual and electronic documents and materials (e.g. budgets, inventory records, computer databases, files, records, calendars, appointment schedules, resource materials, etc.) for the purpose of providing up-to-date reference and ensuring functionality and availability in compliance with District, state, and federal requirements.
• Oversees the recordkeeping and substitute replacement activities for staff attendance and leaves of absence (e.g. entering data into system, timecard validation, communications, etc.) for the purpose of ensuring appropriate staffing and accurate leave balances are maintained in support of staff, administration, and student outcomes.
• Oversees and/or orients a variety of stakeholders (e.g. students, parents, volunteers, staff, etc.) for the purpose of training, guiding and monitoring participation in department activities.
• Performs as directed oversite for events (e.g. coordinates: volunteers, game officials, crowd control, ticket sellers, etc.) for the purpose of supporting extra-curricular activities to enhance student, parent and community engagement.
• Performs a wide variety of clerical functions (e.g. record keeping and processing of a wide variety of materials & data, data entry, scheduling, student teacher assignments, compiling lists, etc.) for the purpose of documenting activities, disseminating information and/or materials to appropriate parties, and supporting assigned Administrator and/or department.
• Responds to inquiries from a wide variety of internal and external parties (e.g. district staff, other schools, state and federal agencies, general public, students, parents, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.
• Screens inquiries of staff, students, parents, and the public (e.g. phone calls, e-mails, visitors, etc.) for the purpose of taking appropriate action, applying policies and procedures, and/or directing to appropriate personnel for resolution.
• Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.

Other Functions

• Attends various activities, as requested, (e.g. trainings, staff meetings, district meetings, etc.) for the purpose of receiving and/or conveying information required to perform job functions.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Education:  High school graduation or GED

Purpose Statement

The job of Office and Records Assistant (JC541) is done for the purpose/s of assisting the School Office Manager, Administrators, and/or staff with a wide variety of duties, as assigned, including public relations, and school related office, clerical, and cafeteria duties; ensuring accurate attendance accounting, reporting and documentation in regard to assigned building; operating a  variety of office, photocopy and bindery equipment; and providing general clerical support, information and/or direction as may be requested at assigned school site.

This job reports to the Administrator and/or School Office Manager

Essential Functions

• Assists absent office staff (e.g. cover for school nurse, other office members, etc.) for the purpose of ensuring the effective functioning of assigned area and the provision of required services.
• Communicates with a wide variety of individuals (e.g. students, teachers, parents, staff, district and county administration, government agencies, other districts, courts, etc.) for the purpose of providing information, resolving problems and/or de-escalating conflicts, and coordinating activities and processes.
• Maintains a variety of confidential and non-confidential manual and electronic documents, files and records (e.g. attendance, discipline, bus, federal lunch program, inventory of supplies, job status and equipment problems, state reports, student cumulative folders, keys, budget, calculate and monitor call timecard activity, etc.) for the purpose of providing up-to-date reference and verification of compliance with state, federal, and/or district requirements.
• Orders and stocks supplies (e.g. foods, condiments, office supplies, equipment, etc.) for the purpose of ensuring the availability of items as needed.
• Prepares a variety of written materials (e.g. attendance reports, inventory reports, meal program records, cash summary and reconciliation reports, field trip lists, detention lists, counseling groups, passes, correspondence, reports for campus supervisors and ISS personnel, monthly copy reports, booklets, newsletter, maintains bulletin boards, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.
• Processes documents and materials (e.g. discipline records, transcripts, transfers, receipts, meal applications, and mail, etc.) for the purpose of disseminating information to appropriate parties.
• Receives payments from students (e.g. fees, fines, lunch monies, etc.) for the purpose of accurate tracking and documentation of required student payments.
• Researches discrepancies of attendance information and/or documentation (e.g. absence issues, student passes, etc.) for the purpose of ensuring accuracy and adherence to procedures and legal requirements prior to processing for action.
• Responds to inquiries from a variety of internal and external stakeholders (e.g. parents, students, administrators, staff, public agencies, community organizations, etc.) for the purpose of providing requested information and/or direction in accordance with established guidelines.

Other Functions

• Attends various activities, as requested, (e.g. training, staff meetings, district meetings, etc.) for the purpose of receiving and/or conveying information required to perform job functions.
• Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the work unit.

Education:  High school graduation or GED