School Secretary

Unclassified - Bluefield, VA

Full-time - Entry Level

Bluefield, VA

About the position

The School Secretary at Tazewell County School District plays a crucial role in supporting the educational environment by performing a variety of general office clerical duties. This position is essential for maintaining the smooth operation of the school office and ensuring effective communication between staff, students, and parents. The School Secretary is responsible for processing and transmitting information as directed, while also upholding the confidentiality of student and school personnel information. In this role, the School Secretary serves as the secretary to the building administrator(s) and staff, providing vital information, preparing correspondence, and maintaining files and records. The position requires a friendly and professional demeanor, as the secretary acts as a receptionist, greeting visitors and answering phone calls. Daily attendance records are maintained, and the secretary is responsible for tracking student absences, both excused and unexcused. The School Secretary also handles various administrative tasks, including processing correspondence, scheduling appointments, and maintaining an organized office environment. This includes requisitioning supplies, sorting mail, and operating standard office equipment such as copiers and word processors. The role may also involve administering first aid and dispensing medication as needed, ensuring the health and safety of students. Overall, the School Secretary is a vital support role that contributes to the effective functioning of the school and the well-being of its students.

Responsibilities

• Maintains and respects confidentiality of student and school personnel information
• Serves as secretary to the building administrator(s) and staff; provides information; prepares correspondences and related matters; prepares and maintains files and records; assists teachers, parents and students
• Serves as a receptionist, receives and greets persons or groups calling on building administrator(s); answers telephones, provides information, takes and dispatches messages
• Records daily attendance and calls from parents for absent students
• Maintains records of excessive student absences and unexcused absences
• Processes general correspondence, memorandum, reports, schedules, manuals, bulletins, agendas, purchase orders, and other materials from rough draft, copy, marginal notes, or verbal instruction
• Answers correspondence as directed by building administrator(s)
• Maintains appointment calendar, schedules appointments, conferences, and meetings
• Checks and reviews a variety of data for accuracy, completeness, and conformance to established standards and procedures
• Maintains records and generates appropriate reports
• Requisitions supplies and materials for office and office copy equipment
• Receives, sorts and processes mail
• Operates standard office equipment to include, word-processing and data processing equipment, copiers, laminators
• Supplies routine information to staff members, building administrator(s), and others
• Completes accident and workers' compensation forms
• Makes announcements on public address system
• Maintains student files and responds to transcript requests
• Prepares files and records for entering and withdrawing students
• Handles a variety of routine technical and administrative assignments
• Assists with scheduling substitutes and maintaining attendance records
• Photocopies and prepares booklets, handouts, and general correspondences for building administration
• Monitors and maintains operational function of the photocopy machine
• Administers first aid and dispenses medicine, as requested by building administrator(s)
• Takes all necessary and reasonable precautions to protect students, equipment, materials, and facilities
• Complies with and supports school and division regulations and policies
• Models non-discriminatory practices in all activities
• Performs related tasks as assigned by building administrator(s) in accordance with the school/policies

Requirements

• General knowledge of standard office practices, procedures, equipment and secretarial techniques
• Thorough knowledge of business English, spelling and arithmetic
• Ability to word process accurately and at a reasonable rate of speed
• Ability to make arithmetical calculations
• Ability to meet the public effectively
• Ability to operate a variety of office equipment
• Skill in the use of data and word processing equipment
• Ability to establish and maintain effective working relationships with others
• Ability to follow oral and written instructions
• Education equivalent to graduation from high school including or supplemented by courses in general office practices and procedures and clerical and secretarial experience
• Must possess word processing skills
• Ability to administer to students' physical illnesses, injuries, and/or needs
• Good moral character