1400.14 - JOB DESCRIPTION – SUPERINTENDENT’S SECRETARY
RESPONSIBILITY:
The Superintendent’s secretary, in performance of his/her duties, is responsible directly to the Superintendent.
QUALIFICATIONS:
Minimum Qualifications:
High school diploma.
Vocational certificate or business education background.
Typing/word processing skills of 50 wpm or better with accuracy.
Demonstrated skill in basic office procedures and use of office machines.
Demonstrated ability at keeping student data and other information confidential.
Excellent public presentation of self through personal appearance, grooming, and interpersonal communication.
Demonstrated skill in keeping accurate written and typed records.
Demonstrated skill at computer use, and at reading and transcribing from recorded or written notes.
Passing score or better on qualifying secretarial test.
Ability to sit or stand for extended periods of time.
Manual dexterity sufficient for the operation of office machines.
Ability to communicate orally in person or via communications systems such as telephone and intercom.
Criminal investigations clearance.
Other Desirable Qualifications:
Successful training in word processing and computers.
GENERAL DESCRIPTION:
The Superintendent’s secretary acts as the executive secretary for the District, ensuring that common record-keeping and clerical procedures are maintained. S/He assists the Superintendent in all correspondence, reporting, record-keeping, and District publications.
ESSENTIAL FUNCTIONS:
Receives visitors and schedules meetings with Superintendent according to availability.
Maintains appointment schedules.
Refers complaints and inquiries to appropriate District personnel.
Sends notices of meetings and other necessary District correspondence.
Types and prepares memoranda, reports, bulletins, compilations, annual reports, agendas, newsletters, and other written materials.
Maintains District files, State reports, and other required records.
Receives and summarizes reports, prepares work reports, and conducts special research for the Superintendent.
Maintains personnel files, seniority records, and staff data.
Maintains records of enrollment and other District demographic information.
Assists in informing teachers of certificate renewal dates.
Assists the Superintendent in communication of District policies and administrative instructions.
Maintains listing of staff attendance and processes staff leave requests.
Processes extra-curricular bus trip requests and maintains a list of extra- curricular trips approved.
Processes substitute bus driver and extra trip pay requests.
Maintains transportation record files.
Maintains records of professional leave and staff development.
Assists the public and staff members in securing District services and forms as needed.
Prepares District forms for use at each school at the beginning of each school year.
Assists the Superintendent in preparing District publications including monthly newsletters, staff newsletters, and annual reports.
Prepares and compiles agenda and support documents for Board meetings.
Assists with communications between the Superintendent and Board.
Issues media announcements and press releases.
Ensures that District mail is sent out, received, and sorted on a daily basis.
Inventories District office supplies and requisitions supplies when needed.
Checks and maintains District food service reports and free/reduced lunch reports.
Submits monthly food service reports electronically to the State.
Verifies lunch application and performs acclaim procedure as required by the State.
Performs support services for county office personnel for the District (courses of study, memos, etc.)
Monitors e-mail and various computer network programs for current information.
Works to maintain confidentiality of all records and District office information.
Answers phone and intercom and places calls for the Superintendent when needed.
Performs other duties as assigned by the Superintendent.
Staff Reports for EMIS. (Now three (3) times a year. All employee data must be corrected/changed/updated) and reported to SEOVEC.
Maintain LPDC files and works with LPDC President to ensure certification. Also maintains separate files for LPDC per each staff member.
Maintain cook/custodial substitute lists.
Assist with annual district calendar.
Annual staff awards.
Helps organize annual Staff Appreciation Day.
Maintains CIP manual and updates for district and ESC.
Maintain district documentation and information.
Post all jobs in-house and online. Monitors ODE website for applicants and directs to proper principal.
Purple Press.
Compiles annual district directory.
Prepare all employee contracts when due.
Prepare supplemental postings and contracts as needed.
Maintain files on all:
Bus drivers
Buses
Inspections
Drug and Alcohol Checks
Routes
Seating Charts
Red Light Violations
Accident Reports
Annually update and maintain bus drivers online with ODE.
Update recertified bus drivers online ODE.
Monitors bus drivers BMV reports minimum of two (2) times per year.
Updates bus driver T-8 physicals online.
Inputs data for bus driver T-9 for recertification online.
Annual T-1 report which breaks down all buses, number of students etc. for count week information and inputs data online ODE.
Prepares annual list for Treasurer for insurance of fleet and bus driver information
Inputs van driver information and certification information for T-9.
Maintains lists of all bus trips and computes annual mileage for EMIS Coordinator.
Applies for and obtains site and lunch application for school lunch program.
Maintain school closing/calamity procedure manual and updates on annual basis.
Upon notification of school delays or cancellations, calls ESC, Tri-County, Maintenance Supervisor, Administrators, Central Office Staff, Nutrition, and all other early arrival employees.
Student of Month notices.
Maintains BCI/FBI lists on all staff.
Updates Safe Schools Manual as needed.
Prepare staff evaluation lists for all building administrators.
Use of facilities.
OTHER DUTIES AND RESPONSIBILITIES:
Interacts with students, staff, visitors, supervisor, and colleagues in a positively-responsive manner.
Participates in inservice training programs.
KNOWLEDGE, SKILLS, AND ABILITIES:
Knowledge of school setting and school business functions.
Demonstrated skill in reading and mathematics sufficient to meet minimum qualifications, and to read and interpret business communications.
Service record that reflects positive interpersonal relationships, experience with school-aged children, and sensitivity to student needs.
EQUIPMENT OPERATED:
Office equipment including word processors, computer, copier, folding machine.
Office tools such as adding machine, paper cutter, and staplers.
Communications equipment (i.e., phone system, facsimile machine, intercom).
ADDITIONAL WORKING CONDITIONS:
Occasional exposure to high noise levels and office machine noise.
Occasional interaction among unruly children.
TERMS OF EMPLOYMENT: As specified in employee’s contract.
**Southern Local School District is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, age, sex or disabilities.**