Job Title:          Secretary to 21st CCLC Director                                            Wage/Hour Status:       Nonexempt

Reports to:       21st CCLC Director                                                                Fund Source:m     Grant

Dept./School:                                                                                              Date Revised:     09/08/2021


Primary Purpose:

Ensure efficient operation of school administrative office and provide clerical services for 21st CCLC administrative staff.

Qualifications:

Education/Certification:

High school diploma or GED

 

Special Knowledge/Skills:

Proficient keyboarding and file maintenance skills

Ability to use software to develop spreadsheets, databases, and do word processing

Ability to maintain accurate and auditable records

Knowledge of basic accounting principles

Ability to follow verbal and written instructions

Ability to perform a variety of tasks often changing assignment on short notice

Effective organizational, communication, and interpersonal skills

 

Experience:

Two years secretarial experience preferred

Major Responsibilities and Duties:

Records, Reports, and Correspondence

  1. Prepare campus communications, correspondence, forms, manuals, reports, and purchase orders following district standards and requirements.
  2. Prepare instructional materials and as requested.
  3. Maintain a daily teacher attendance log and records for substitute teachers. Monitor and process time records including leave requests and reports. Compile information and submit to central office according to established procedures and deadlines.
  4. Maintain calendar of events.
  5. Compile, maintain, and file all reports, records, and other documents as required. Maintain student records according to established procedures.

Reception and Phones

  1. Receive incoming calls, take reliable messages, and route to appropriate staff.
  2. Assist students, teachers, and parents as needed.
  3. Schedule meetings and appointments and maintain calendar for supervisors.

Accounting and Inventory

  1. Assist with 21st CCLC budget preparation and maintain accurate records of expenditures. Prepare and process purchase orders and receive, store, and issue supplies and equipment.
  2. Maintain inventory of fixed assets, equipment, and supplies.

Other

  1. Assist with planning, preparation, and setup for meetings and campus activities.
  2. Sort, distribute, or deliver mail and other documents.
  3. Maintain confidentiality.
  4. Follow district safety protocols and emergency procedures.
  5. Other duties as assigned.

Supervisory Responsibilities:

None.

Mental Demands/Physical Demands/Environmental Factors:

Tools/Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping, pushing/pulling, and twisting

Motion: Repetitive hand motions; frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours

Mental Demands: Work with frequent interruptions; maintain emotional control under stress