Secretary I - Ohio Department of Education

202 days/year

8 hrs/day

Salary commensurate with experience ($35,000. - $50,000.)

Overview:

The Secretary will perform a variety of secretarial and clerical duties to assist the building/department administration and staff to provide an efficient, safe and effective professional learning environment for students, staff and parents.

Key Responsibilities:

• Performs a variety of secretarial and clerical tasks to support the building/department administration and/or designee(s), including filing, record keeping etc.

• Distributes mail and maintains electronic records and correspondences for the office/department/school.

• Ensures the use of proper grammar, punctuation and spelling in oral, written, and electronic communications.

• Demonstrates technological literacy in multiple technological platforms and software systems.

• Prepares reports, surveys or reports for information.

• Types, reproduces and distributes notices to staff, students and parents in a timely and accurate manner.

• Greets visitors, answers phone and communicates effectively in routine, sensitive and confidential matters.

• Exercises care in customer service with students, staff, parents, and the community as a whole.

• Arranges appointments and maintains electronic records and schedules as assigned.

• Orders and maintains varied inventories, including office supplies.

• Creates and maintains a clean, safe, and efficient office environment.

• Performs business and financial processes or procedures, as assigned.

• Perform other duties as assigned by the Superintendent or his/her designee.

• To organize and coordinate the activities in the office assigned and be proficient in the use of office equipment in that area.

• Respond to telephone callers in a courteous and helpful manner, routing telephone messages to the appropriate individuals, welcome visitors to the office.

• Train personnel in the use of office equipment (e.g., copier, telephone system, fax machine) as needed

• Work with parents or parent groups.

• Order office supplies as needed.

• Provide first aid within guidelines provided.

• In the building principal's offices, perform duties such as assigning duties and responsibilities to student help, volunteers, or other office help; assisting staff and students; and training staff in the use of office equipment.

• In the Athletic Office, perform duties such as assisting coaches, staff, and students; assisting with the preparations for recognition activities; and monitoring student athletic eligibility.

• In the Guidance Office, perform duties such as registering and scheduling students; scheduling college visitations; and assisting students with counseling needs.

• In the Nurse's Office, perform duties such as scheduling appointments; assisting parents, staff, and students; and overseeing the clinic area.

• In the Attendance and Business Offices, perform duties such as processing all matters relating to student attendance, student tardiness, and teacher attendance; processing all purchase requisitions from initial request to release of purchase order for payment; keeping an inventory of all school supplies and textbooks up-to-date and available; and other tasks as assigned by the building principal or Dean of Students.

Key Qualifications:

• High School diploma or equivalent required. Associate's degree in a related field preferred.

• Must have 1 - 3 years of experience as a receptionist

• Evidence of demonstrated proficiency in oral, written, and technological communication. District reserves the right to administer job skill testing as a term and condition of employment.

Knowledge, Skills and Abilities (KSA):

• Excellent secretarial and clerical skills

• Excellent organizational and filing skills

• Ability to use electronic equipment and systems for word processing, data management, information retrieval, visual presentations, telecommunications etc.

• Technologically literate at intermediate level or above

• Excellent verbal, written or electronic communication skills using proper grammar, syntax and vocabulary

• Outstanding customer service

• Ability to work independently without constant supervision and direction.

• Ability to maintain confidential information

• Ability to effectively communicate with students, parents and staff

• Ability to maintain accurate records

Other Skills and Abilities:

• Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of students or employees of the district.

• Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

Physical Demands & Work Environment:

PHYSICAL DEMANDS: The physical demands described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Position is mostly indoors: climate-controlled office or school setting

• The employee is frequently required to walk and stand while performing the duties of this job. Occasionally the employee will sit and/or run.

• The employee will frequently bend or twist at the trunk while performing the duties of this job.

• The employee will frequently squat, stoop, kneel, reach above the head, reach forward and repeat the same hand motion many times while performing the duties of the job.

• The employee may lift and move objects weighing up to 25 pounds.

• The employee must also have the ability to work in an office environment and operate varied technologies.

• The specific vision requirements of the job include good depth perception and occasionally being able to see objects/persons at a distance.

• While performing the duties of the job the employee frequently is required to hear conversation in quiet, as well as a noisy environment and be able to tell where a sound is coming from.

• The employee must be able to communicate in order to give directions.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Occasionally the employee must be able to meet deadlines with severe time constraints and interact with public and other workers. The noise level in the environment is usually moderate.

The Board of Education does not discriminate on the basis of race, color, national origin, sex (including sexual orientation and transgender identity), disability, age, religion, military status ancestry, genetic information (collectively, "Protected Classes"), or any other legally protected category, in its programs and activities, including employment opportunities.