Pass Christian Public School District

MSIS COURSE/WORK CODE(S):
751016 - Secretary/Clerical - Responsible for carrying out secretarial or clerical duties
at the school or district level.

Required Endorsement(S): None

QUALIFICATIONS:
1. Associate Degree or equivalent hours
2. Two years of post-secondary training and five years’ job experience as a
secretary; or graduation from a recognized school of secretarial skills
3. Ability to type (test required)
4. Such alternatives to the above qualifications as the Pass Christian Public School
District may find appropriate and acceptable.

REPORTS TO:
Superintendent and/or Designee

JOB GOALS:
Support the Superintendent of Schools, the Board of Education and other district
administrators for the purpose of providing assistance with their functions and
responsibilities, ensuring the efficient and effective functioning of the work unit.

PERFORMANCE RESPONSIBILITIES:
1. Provide assistance and support to the district administrator, administrative team and school board to assure the effective and efficient operation of the district.
2. Accept responsibility for the processing, filing, and maintenance of confidential and non-confidential correspondence of district administrators and ensure absolute confidentiality of information, files and records.
3. Maintain a positive attitude and style that contributes to the overall public relations of the district. Active and consistent efforts will be made to maintain or improve the external and internal image of the district and its schools.
4. Respond to calls, concern and/or complaints for the purpose of resolving problems, providing information and/or referring to appropriate personnel.
5. Provide assistance to visitors and callers to the district offices, receive and assists employees, parents and community members with complaints and requests for information, referring calls to other staff members when appropriate.
6. Prepare, maintain, and distribute correspondence, fax messages, memoranda, and reports, including privileged and highly sensitive material, for review by the district administrators. Timely and effective communications regarding incidents and/or situations which might impact the district or its schools will be provided to appropriate district office and/or school personnel.
7. Welcomes visitors and arranges for their comfort.
8. Prepare agendas for Superintendent’s and other district administrators’ meetings, as well as all material and information which will be used to support each agenda item.
9. Prepare, type and distribute printed material to professional and paraprofessional employees.
10. Process application materials, and schedule interviews when requested.
11. Assist in preparing faculty and paraprofessional handbooks, and student handbooks.
12. Process annual letters of employment and employment packets for administrators, supervisors, licensed employees, and non-licensed employees as authorized by the Superintendent.
13. Research topics, gather data, and compile data as needed, including such things as researching board actions, for the purpose of preparing reports, and/or preparing information for assigned administrators.
14. Clip and copy newspaper articles pertaining to school district, school district functions, meetings, and personnel activities.
15. Gather and compare information and data from other districts which will be reviewed, compiled and communicated to the Superintendent.
16. Organize room arrangements for Board, and Superintendent’s committee meetings, and any other meetings called by the Superintendent or any District Administrator.
17. Participate in meetings, workshops, and trainings for the purpose of providing or receiving information, recording minutes, and supporting the needs of the attendees.
18. Completes requisitions, receives and checks materials and supplies.
19. Sorts and files materials and pulls materials from files.
20. Prepares agendas for Superintendent’s and other Central Services Administrators’ meetings and all material and information which will be used to support each agenda item.
21. Disseminates information and answers questions regarding school operation and procedures as appropriate.
22. Handles secretarial and clerical duties in connection with any special assignments and/or projects of the Superintendent and other Central Services Administrators.
23. Participates in staff development as planned by the school district.
24. Performs other duties as may be required.

PHYSICAL DEMANDS:
The physical demands described here 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.  Must be able to talk and hear; use hands and fingers to handle or feel; reach with hands and arms; lift, bend, crawl, crouch, kneel, stoop, reach, and climb. Must be able to occasionally lift in excess of 30 pounds. Must be able to sit, stand, and/or move for extended periods to perform required job duties as required by the nature of the business that is supported.

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.  Working conditions are normal for a secretary in an office environment.

Exposure to changing temperatures inside and outside, occasional lifting in excess of 30 pounds, exposure to moving mechanical parts of office equipment, exposure to occasionally loud noises, to include but not limited to, facility bell and alarm systems.

OTHER:
This job description does not represent an inclusive list of all duties encompassed in this position, but rather serves as a tool to assist the employee in this position. The existence of this job description, or any other job description, does not in any way negate the “at will” employment status.

Salary, workday, and work year to be determined by the Board of Trustees.