Principal Secretary - Nogales Unified School District

JOB DESCRIPTION

Nogales Unified School District #1

SECRETARY TO HIGH SCHOOL PRINCIPAL

Purpose Statement

The job of SECRETARY TO HIGH SCHOOL PRINCIPAL was established for the purpose/s of providing secretarial support to assigned personnel; communicating information to staff, the public, and other districts; orienting personnel to their job requirements; ensuring compliance with financial, legal and administrative requirements; and providing information and/or direction as may be requested.

Essential Functions

• Assists other personnel (e.g. secretarial support, covering classes as needed, summer school grades and classes) for the purpose of supporting them in the completion of their work activities.

• Coordinates a variety of programs and activities (e.g. meetings, site in-service day activities, workshops, ceremonies, dances, luncheons, field trips, issue visitor passes, parent conferences, bell schedule (schedule for regular, early release and final exam), order supplies for graduation and invitations, mailings, etc.) for the purpose of delivering services in conformance to established guidelines.

• Coordinates students related activities such as (e.g. clear new students and check for proper paperwork, issue dress code violations and issue discipline referrals, collect and release cell telephones) for the purpose of ensuring that the activities are conducted per procedure.

• Coordinates Substitute Teachers is absent. (e.g. class and bell schedules) for the purpose of ensuring classes are covered when a teacher

• Evaluates situations (e.g. involving other staff, students, parents, the public, etc.) for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.

• Monitors assigned district activities and/or program components (e.g. kronos, subfinder) for the purpose of coordinating activities and ensuring compliance with established financial, legal and/or administrative requirements.

• Performs record keeping (confidential and non-confidential) and general and program specific clerical functions (e.g. scheduling, copying, faxing, etc.) for the purpose of supporting assigned administrator and/or site with necessary materials.

• Prepare/ File long term suspension and expulsion hearings for the purpose of ensuring process is completed as required under policy/regulation.

• Prepares written materials (e.g. reports, memos, letters, etc.) for the purpose of documenting activities, providing written reference and/or conveying information.

• Processes documents and materials for the purpose of disseminating information to appropriate parties.

• Processes personnel action requests (e.g. hires, transfers, terminations, supplemental assignments) for the purpose of ensuring requests have been processed through the appropriate software system and needed paperwork has been routed to Human Resources to process request.

• Researches a wide variety of topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information for addressing a variety of administrative requirements.

• Responds to inquiries from a variety of internal and external parties (e.g. staff, parents, students, public agencies, etc.) for the purpose of providing information, facilitating communication among parties and/or providing direction.

• Supports assigned administrative personnel for the purpose of providing assistance with administrative functions.

Other Functions

• Attends meetings as assigned for the purpose of conveying and/or gathering information required to perform functions.

• Communicate with security and custodial staff as needed and requested by site administration for the purpose of ensuring the needs of the site are being met.

• Maintain administrative files (e.g. initial set up, maintain records and close out) for the purpose of ensuring accurate records are maintained.

• Maintains inventories of supplies and materials for the purpose of ensuring items availability.

Job Requirements: Minimum Qualifications

SKILLS are required to perform multiple, technical tasks with a need to occasionally upgrade skills in order to meet changing job conditions. Specific skill-based competencies required to satisfactorily perform the functions of the job include: operating standard office equipment, preparing and maintaining accurate records, record keeping using pertinent software applications.

KNOWLEDGEis required to perform basic math, including calculations using fractions, percents, and/or ratios; read a variety of manuals, write documents following prescribed formats, and/or present information to others; and solve practical problems. Specific knowledge-based competencies required to satisfactorily perform the functions of the job include: business telephone etiquette, computer operation/skills concepts of grammar and punctuation, excel software program, office methods and procedures, standard office software, bilingual (english/spanish) required.

ABILITYis required to schedule a number of activities, meetings, and/or events; often gather, collate, and/or classify data; and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances; analyze data utilizing defined but different processes; and operate equipment using standardized methods. Ability is also required to work with a diversity of individuals and/or groups; work with a variety of data; and utilize specific, job-related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability-based competencies required to satisfactorily perform the functions of the job include: adapting to changing work priorities, maintaining confidentiality, meeting deadlines and schedules, working with detailed information/data, working with frequent interruptions.

Responsibility

Responsibilities include: working under direct supervision using standardized procedures; directing other persons within a department, large work unit, and/or across several small work units; and tracking budget expenditures. Utilization of some resources from other work units is often required to perform the job's functions. There is some opportunity to effect the organization’s services.

Working Environment

The usual and customary methods of performing the job's functions require the following physical demands: occasional lifting, carrying, pushing, and/or pulling; some climbing and balancing; some stooping, kneeling, crouching, and/or crawling; and significant fine finger dexterity. Generally the job requires 80% sitting, 10% walking, and 10% standing. The job is performed under minimal temperature variations.

Experience                    Job related experience is required. 

Education                     High School diploma or equivalent.

Equivalency                  None Specified

Required Testing          Non specified   

Certificates & Licenses               None Required

Continuing Educ. / Training                                 Clearances                     

None specified                                                        Criminal Justice Fingerprint/Background Clearance

FLSA Status                                                               Approval Date                Salary Grade

Non Exempt                                                              Classified                        7

Job Description: SECRETARY TO HIGH SCHOOL PRINCIPAL Printed: 2/11/2008 Page 2