8 hours per day, 190 days per year

On-going

Benefits eligible - Comprehensive Benefit information can be found here.

Position Summary:

The position acts as the receptionist and provides secretarial assistance and support of main office activities under the direction of the building administrators and in close collaboration with the school office coordinator. The Assistant School Secretary works in a cooperative position with other staff members, providing backup assistance when appropriate. The position provides various support services for the students, parents, staff and the public. The position promotes positive public relations for the District.

Primary Responsibilities/Duties:

• Works cooperatively with other office staff to coordinate the operation of the school office. Serves as building receptionist; answers and responds to telephone and in-person inquiries from students, parents and the public. Provides information or evaluates inquiries, routes calls to appropriate staff members and takes messages. Provides assistance in emergency situations.
• Provides backup assistance to the attendance secretary by admitting students who have been absent or arrived late and communicates with parents/guardians concerning students who are absent or tardy. As backup, receives attendance information from students and teachers; prepares daily attendance bulletin, maintains student attendance records and assists with Becca preparation and forms.
• Communicates with administrators, custodians and other staff by using cell phones, radios or intercom system.
• Assists in compiling data and preparing student, staff, district, state and federal reports as assigned.
• Assists administrators with form letters to parents concerning attendance problems, discipline and suspension; responds to requests for homework for absent students.
• Formats and processes correspondence, forms, newsletters, memoranda and reports; duplicates materials; provides input for, processes and distributes staff bulletins.
• Coordinates work of clerical personnel and student helpers assigned to office; assigns and reviews work.
• Provides backup assistance to the registrar by maintaining confidential student files, requesting records from previous schools and recording appropriate information on permanent records cards.
• Assists in collecting and organizing grade sheets; assists in preparing report cards and progress reports for distribution or mailing.
• Receives money and writes receipts for student activity fees and fines.
• Assists parents/guardians in completing free and reduced lunch forms.
• Provides first aid care to ill or injured students; contacts parents and arranges for transportation as needed. Administers medication as authorized.
• Receives, sorts and distributes mail, packages and freight.
• Supervises students who come into the office; monitors student behavior.
• Provides clerical assistance to teachers and itinerant staff.
• Performs related duties as assigned.

Qualifications:

Education/Experience:

• High school deploma or equivalent.
• Three years of increasingly responsible office and secretarial experience required.
• Alternative combinations of advanced training and experience may be substituted.

Certificates/Licenses:

• Required to complete first aid training and CPR training.
• Training for administration of authorized medications.

Knowledge/Skills/Abilities:

• Knowledge of student record keeping systems and ability to input and manipulate data.
• Knowledge and ability in general office, telephone and clerical practices and procedures.
• Knowledge of general bookkeeping procedures and ability to make accurate mathematical calculations.
• Knowledge of correct grammar, spelling and English usage.
• Ability to use and stay current with standard office technology, including office machines, computers and software programs.
• Keyboarding, editing, data entry and formatting skills.
• Ability to set up and maintain accurate electronic and hard copy filing systems.
• Ability to organize and set priorities and meet deadlines.
• Flexibility and ability to handle multiple tasks effectively.
• Ability to work effectively under pressure and with frequent interruptions.
• Ability to organize activities, attend to detail and follow tasks through to completion.
• Good listening skills.
• Ability to maintain confidentiality.
• Ability to work accurately and independently with minimal supervision or work in a team environment.
• Ability to establish and maintain effective working relationships with students, staff, parents and the general public.
• Ability to positively and effectively represent the school district to office visitors and telephone callers.
• Effective oral and written communication skills.
• Ability to read and interpret documents, such as safety rules, operating and maintenance instructions and procedure manuals.
• Ability to apply common sense understanding and problem solving skills to carry out instructions in written, oral or diagram form.
• Ability to perform duties with awareness of all district requirements and board of education procedures.

Physical Demands/Work Environment:

While performing the duties of this job, the employee will continuously stand, sit, walk or reach with hands or arms. The employee will repeat the same hand, arm or finger motion such as when typing. The employee is continuously required to interact with public and staff while meeting multiple demands from several people. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, such as to read written or typed material.

The noise level in the work environment is usually moderate to loud. Work is usually performed indoors.

Equal Opportunity Employer: Aberdeen School District complies with all federal rules and regulations and does not discriminate on the basis of race, color, national origin, sex, sexual orientation including gender expression or identity, creed, religion, age, veteran or military status, the presence of any sensory, mental or physical disability, or the use of trained dog guide or service animal by a person with a disability and provides equal access to the Boy Scouts of America and other designated youth groups. Inquiries regarding compliance procedures may be directed to Christi Sayres, Title IX Officer (360) 538-2003 csayres@asd5.org and Dr. Richard K. Bates, Section 504/ADA Coordinator (360) 538-2018 rbates@asd5.org. Aberdeen School District No. 5, 216 North G Street, Aberdeen, Washington 98520.