Willard Middle School Secretary Position at Willard R-2 School District

Willard, MO 65781

About the Job

Position Type:

Clerical/Secretary - 10 months

Date Posted:

9/27/2024

Location:

Middle School

Position: Secondary Attendance and Accounts Payable Secretary

Qualifications:

Education level: High School Diploma or equivalent (GED), Associates degree preferred
Certification: None
Experience Desired: Minimum of 3 years experience in secretary and/or customer service role
Other Requirement: Must be able to type at an acceptable rate with good grammatical structure, promote a welcoming environment to the office by modeling a positive demeanor to students, staff and visiting public, be proficient in the use of phone, internet, email, Microsoft Office and Google applications, must maintain confidentiality in all matters, be self-directed and detail-oriented,, have the ability to produce documents accurately and efficiently, be quick to learn new software programs, formulate positive relationships with students, staff, parents and community patrons, demonstrate trustworthiness, honesty and loyalty, also demonstrate a strong work ethic with superior work attendance history and possess strong interpersonal skills and flexibility to build relationships in two locations.

General Summary: Building secretaries act as gatekeepers for the building. They screen, manage and troubleshoot the foot traffic in their building to ensure the safety of their students and staff. They provide assistance to the building administrator as well as building employees. Deadlines dictate priorities which contribute to a fast paced environment at times. In this position distractions are inevitable. It is important to be flexible, detail oriented and maintain strong organizational skills. It is equally important to be goal driven and maintain a high level of professionalism while adhering to Board policy.

Performance Responsibilities:

Assist Guidance secretary with preparing new student registration
Assist District Office and Core Data Personnel with data entry appropriate for building
Make contact with parents regarding student absences
Manage and monitor student attendance including tardies and early dismissals
Track and record student discipline
Maintain accuracy of student information throughout the year, including informing District office of family demographic changes
Manage and monitor visitors in building
Answer multiple phone lines and serve as message center for all staff, parents, patrons and vendors. Direct information appropriately
Collect, count and distribute money as necessary. Prepare building bank deposits as needed
Assist building principal with organizing and coordinating building events, special projects and fundraisers
Maintain building keys and check out procedures
Assist with preparing and directing phone tree procedures
Assist food service personnel with parent contact regarding student lunch account balances
Assist building nurse in managing student visits if needed
Process requests for purchase orders. Assist staff and building administrator in ordering materials and supplies
Prepare invoices for payment. Reconcile building purchases with vendors
Manage and reconcile building budgets and student activity accounts
Assist in compiling annual building inventory
Track and assist staff with end of year check out procedures
Manage employee leave via HR Portal and provide substitute and leave information to Human Resources and Payroll as needed
Assist building principal with obtaining substitutes for building
Maintain petty cash in accordance with Board policy
Process first class and inter-school mail and distribute to staff accordingly
Assist building administrator with disseminating information via physical or electronic mail
Prepare and make verbal announcements as needed
Assist with other duties as assigned