About the position
The Support Secretary position at Northshore School District plays a crucial role in the operation of an elementary school office, providing a wide range of support services for students, parents, staff, and the public. This position assists the Elementary Office Manager and the Elementary Main Office Secretary, ensuring that the office runs smoothly and efficiently. The Support Secretary is responsible for promoting positive public relations for the school and the district, which is essential for fostering a welcoming and supportive environment for all stakeholders. In this role, the Support Secretary greets and assists students, staff, parents, and visitors entering the office. They are the first point of contact for inquiries, managing communications through various channels such as telephone, email, intercom, and two-way radio. The position also involves managing the operation of the office in the absence of the Elementary Office Manager and Main Office Secretary, ensuring continuity of services. The Support Secretary is tasked with enrolling new students, collecting necessary documentation, creating student cumulative folders, and maintaining emergency information. They also handle student records requests, manage data in the student information system, and assist with various administrative tasks such as maintaining appointment calendars and scheduling room use. Confidentiality is paramount, as the Support Secretary is responsible for maintaining school records and student filing systems, as well as recording attendance and managing data related to bus routes and student lists. Additionally, the Support Secretary may assist in financial record-keeping, including maintaining records on fines, fees, and budgets. They also play a role in training and supervising student assistants and parent volunteers, contributing to a collaborative school environment. The position requires the ability to make non-instructional decisions in emergency situations and may involve administering medication or first aid when necessary. Overall, the Support Secretary is integral to the daily operations of the school office, ensuring that all functions are carried out effectively and efficiently.
Responsibilities
- Greets and assists students, staff, parents, and visitors entering the office.
- Answers the telephone and responds to inquiries; communicates via email, intercom, and two-way radio; distributes mail.
- Manages the operation of the elementary school office in the absence of the Elementary Office Manager and Elementary Main Office Secretary.
- Enrolls new students using online enrollment and assists parents as needed.
- Collects necessary documentation from families; creates student cumulative folders; maintains student emergency information; responds to student records requests; withdraws students; verifies submission of teacher grades for report cards; manages student data in the student information system.
- Assists the Elementary Main Office Secretary in providing secretarial support to administrator(s) and school staff.
- May assist with correspondence, forms, discipline notices, school bulletins and newsletters, flyers, student recognition awards, 5th Grade Camp materials, and reports.
- Assists in maintaining appointment calendar and school event calendar, and in scheduling room use in the building.
- Responsible for the maintenance of confidential school records and student filing systems.
- Records student attendance, maintains data on bus routes, room assignments, student lists, lunch counts, bus passes, and recording court child custody orders and parenting plans.
- Explains attendance procedures and kindergarten enrollment; may prepare files to be sent to middle school.
- May assist the Elementary Office Manager in maintaining records on fines, fees, field trip moneys, supply orders, and school furniture/equipment inventory.
- Assists with the training and supervision of student assistants and parent volunteers.
- Assists in the training of staff in the operation of various office equipment; maintains and troubleshoots office equipment operation calling for service when necessary.
- Makes non-instructional decisions in emergency situations in the absence of administrator(s), acting administrator, and the Elementary Office Manager.
- May administer medication or routine first aid with proper training if the nurse is not at their desk.
- May assist the Elementary Office Manager in maintaining staff time records, payroll reports, monthly census reports, field trip records, and staff emergency information; may greet substitutes and provide materials and room keys.
Requirements
- High school graduation or equivalent with one year of office experience preferably involving computer data entry skills.
- Experience working with children and the public; school district work experience preferred.
- First aid training preferred.
- Knowledge of general office procedures; knowledge of correct grammar, spelling, and English usage.
- Ability to operate office equipment; ability to work independently with minimal supervision.
- Ability to communicate effectively; ability to exercise independent judgment, remain flexible, and work effectively under pressure.
- Ability to maintain confidential information; ability to interact with children in a warm, confident manner.
- Ability to establish and maintain effective working relationships with staff and the public.
Nice-to-haves
- Training in office procedures or customer service experience may substitute on a month-to-month basis for one year of the required experience.
Benefits
- Washington state health insurance coverage (SEBB) for eligible positions.
- Medical plans with prescription benefits.
- Dental plans.
- Vision plans.
- Life and AD&D insurance.
- Long-term disability insurance.
- Medical Flexible Spending Arrangement.
- Dependent Care Assistance Program.
