About the position
The Secretary I position at Lincoln Elementary within the Gahanna-Jefferson City School District involves performing and coordinating a variety of skilled secretarial and complex clerical functions under the direction of building administration. This role is crucial as it serves in a lead capacity over clerical services for the school, providing essential information and communication for the school building. The Secretary I supports the administration by utilizing independent problem-solving skills and good judgment to manage the day-to-day operations of the school office effectively. In this role, the Secretary I is expected to demonstrate sound judgment and emotional stability while maintaining a positive attitude and working well with others. Ensuring the safety of students is a top priority, and the Secretary I interacts with staff, students, and the community in a positive and respectful manner. The position requires making contact with the public with tact and diplomacy, promoting good public relations, and greeting visitors while providing appropriate information. The Secretary I will serve as the secretary to the principal and assistant principal(s), answering phones, responding to inquiries, and directing callers as appropriate. Advanced technology skills are necessary for managing data and communication effectively. The role includes preparing correspondence and documents such as school newsletters, parent communications, student awards, letters, and certificates as directed by the principal or assistant principal(s). Additionally, the Secretary I maintains school files, records, and calendars, schedules building events and meetings, and coordinates building usage. The position also involves entering requisitions for supplies, processing weekly time sheets, and supporting the management of the building budget, including budget line management and cash handling. The Secretary I will also assist with the enrollment of new students, maintain attendance records, and perform other duties as assigned by the supervisor.
Responsibilities
- Demonstrates sound judgement and emotional stability.
- Maintains a positive attitude and works well with others.
- Ensures the safety of students.
- Interacts with staff, students and the community in a positive and respectful manner.
- Makes contact with the public with tact and diplomacy.
- Promotes good public relations.
- Greets visitors and provides appropriate information.
- Opens the office at the beginning of each workday.
- Serves as secretary to the principal and assistant principal(s).
- Answers phones, answers questions and provides information; takes messages and directs callers as appropriate.
- Demonstrates the use of advanced technology skills for the management of data and for communication purposes.
- Prepares correspondence and other documents such as school newsletter, parent communication, student awards, letters and certificates as directed by the principal or assistant principal(s).
- Maintains school files, records and calendars.
- Schedules building events and meetings, and coordinates building usage.
- Enters requisitions for supplies and routes deliveries to the proper individuals/department.
- Assists with preparing and distributing class lists and/or master class schedules.
- Maintains staff absence records and collaborates with the Human Resources Secretary on Absence Management when necessary.
- Processes weekly time sheets.
- Supports the maintenance and distribution of substitute teacher handbooks and staff handbooks.
- Greets substitute teachers and provides necessary information and assistance.
- Assists with maintaining inventory and ordering office supplies.
- Supports the management of the building budget including: budget line management, completing requisitions, processing purchase orders, cash handling, managing petty cash and running budget reports.
- Serves as a back-up to the Secretary II and Clinic/Office Assistant.
- Manages and facilitates the enrollment of new students at the building level.
- Assists with processing attendance for the building staff.
- Maintains student attendance records including suspensions and expulsions.
- Attends meetings and in-services, as required.
- Other duties as assigned by supervisor.
Requirements
- High school diploma or equivalent.
- Three to five years related previous experience preferred.
