Substitute School Secretary at California Department of Education

Leggett Valley Unified School District

Classified Job Description School Site Secretary II

Reports to: District Superintendent

Summary:

Under the general direction of the site administrator at Leggett Valley School, performs responsible and varied secretarial and registrar duties.

Essential Duties and Responsibilities:

(NOTE: These examples are intended only as illustrations of the various types of work performed in positions allocated to this class. The examples of work performed are neither restricted to nor all-encompassing of the duties to be performed under this job title.)

• Answer phones, take and relay messages; open, sort, and route mail and communications. (combined)

• Provide school information and interpret policies and regulations to students, parents, staff, and the public. (reworded and combined)

• Liaison with other agencies and community organizations.

• Secretary to the principal; prepare written communication, memos, letters, reports, and statistical data; works with administrative assistant to schedule appointments and meetings. (reworded and combined)

• Attend site-specific meetings and keep minutes.

• Maintain and secure all student records including registration, attendance, immunization records, and birth certificates.

• Coordinate student enrollment and registration. Process incoming and exiting students; establish cumulative files and other records as required. Enter data from previous records and verify immunizations.

• Generate attendance forms and distribute/collect attendance rosters for classes. Review class attendance to ensure correct attendance data is recorded.

• Prepare reports on apportionment attendance, excused or unexcused absences, enrollment, class size, and other information.

• Prepare records of accountability as required by the California Department of Education.

• Maintain the operation of the student information system, including helping to establish and write courses, and problem-solving. Input course selections and schedules for students.

• Collect, process, and prepare grades; print and mail grades to families. Prepare transcripts and provide transcripts as requested by other schools.

• Document Student Study Team and 504 Plan notes into Aeries.

• Coordinate site substitute teachers and substitute instructional aides; and serve as a liaison for substitutes.

• Help administrative assistant with CALPADS reporting as needed.

• Data entry of income forms and maintains data in Nutrikids lunch program.

• Maintain site budgets and student body accounts.

• Perform first aid as needed; write accident reports, administer medication, and keep records.

• Maintain and/or arrange for maintenance of office machines and equipment.

• Maintain inventory and order school supplies.

• Train and supervise student assistants to work in the office.

• Supervise students sent to office for in-school detention, or other disciplinary concerns.

• Provide support for student needs such as check-in/check-out.

• Train and serve as lead for clerical, personnel parent volunteers.

• May provide clerical support to faculty.

• Perform other related duties as required.

Knowledge of:

• CALPADS

• AERIES

• First Aid, good health, and safety practices.

Ability to:

• Read, write, and speak English sufficiently to perform required duties successfully.

• Hear, speak, and write to receive and exchange information.

• Develop positive relationships with students and parents.

• Work and communicate effectively with students, parents, and staff members.

• Model and support positive school culture.

Education/Experience/Other Qualifications:

• Any combination equivalent to graduation from high school including or supplemented by coursework in business, office management, or related field and three (3) year of increasingly responsible clerical and administration experience involving public contracts, preferably in an education setting.

Desirable Qualifications:

• Formal education and training in office practices including word processing, data processing. Spreadsheet and desktop publishing.

Work Environment/Physical Demands:

(Must be performed with or without reasonable accommodations.)

• Sufficient mobility to move around site.

• Sufficient dexterity of hands and fingers to operate a computer keyboard.

• Ability to lift twenty (20) pounds independently.

Requirements / Qualifications

Requirements / Qualifications