Student Services Secretary

JOB TITLE:  School Secretary (WCHS Front Office/Student Services) 

FLSA CLASSIFICATION:  Non-exempt (hourly).

WORK DAYS:  200 days,  including paid holidays.

STANDARD HOURS PER DAY:  8 hours per day, depending on the assignment.

WORK YEAR:  The School Secretary (WCHS Front Office/Student Services) is generally employed for 200 days (including paid holidays). 

SALARY SCHEDULE & BENEFITS: The School Secretary (WCHS Front Office/Student Services)  is paid on the "Secretaries" Salary Schedule, Level 4, and is eligible for benefits on the "Support Staff" benefits schedule if hired for at least 90 consecutive days.

REPORTS TO: The School Secretary reports to the Principal or other designated building administrator.

SUPERVISES: This position does not supervise other staff.

GENERAL SUMMARY OF DUTIES:

Under direct supervision, the School Secretary performs a range of clerical and administrative duties to support school operations and administrative functions. This position provides a high level of professional, courteous, and responsive customer service to students, staff, families, and community members; supports student services and office procedures; manages records, forms, phone calls, data entry, and correspondence; and assists with assessments, special projects, and school events as assigned. The School secretary role is paramount in supporting the maintenance of a safe and secure school environment by verifying identities, following established protocols for admitting and dismissing patrons, monitoring visitor access during the school day, and maintaining accurate records of persons entering and leaving the building during normal operating hours. Visitor management guidance for schools commonly emphasizes identification checks, controlled entry, sign-in procedures, and accurate logs of visitor activity.

ESSENTIAL FUNCTIONS:

1. Customer Service:
   1. Provides a high level of professional, courteous, welcoming and responsive customer services to students, staff, families, and community members.
   2. Serves as a primary point of contact and represents the school in a positive and helpful manner.
2. Attendance, Reliability and Work Schedule Adherence:
   1. Maintains regular, punctual attendance and adheres to the assigned work schedule to ensure office coverage and consistent support during the hours students are present.
   2. Works the established daily schedule and is consistently available during the school day to respond to student, staff and family needs, support building operations, and maintain continuity of services.
3. School Visitor Management:
   1. Follows processes and procedures for using RAPTOR, school visitor management, emphasizing identification checks, controlled entry, sign- in and out procedures and accurate logging of visitor activity.
4. Administrative Support:
   1. Provides timely and reliable administrative support to building administrators, including managing calendars, scheduling appointments, handling correspondence, and completing assigned clerical tasks accurately and within expected timelines.
5. Record Keeping:
   1. Maintain accurate records and organized records and files related to students and other administrative matters.
6. Communication:
   1. Handles incoming calls, emails, and in-person in a timely, professional and customer-focused manner.
   2. Provides accurate information, relays messages, and directs individuals to the appropriate staff or office as needed.
7. Support Enrollment Process:
   1. Maintains a working knowledge of  enrollment processes  in order to assist when deemed necessary.
8. Support Sub Coordinator/Absence Reporting:
   1. Support administrators and guest teacher coordinator as needed.
9. Event Coordination:
   1. Assists in organizing and coordinating school events, meetings, and conferences, which may include occasional evening events as needed.
10. Data Management:
    1. Inputs, updates, and maintains data in school databases, spreadsheets, and management systems, including attendance, records, and assessment-related information with a high degree of accuracy and confidentiality.
11. Student and Family Support:
    1. Assisting students and parents when arriving at school after its start or leaving early.
    2. Focuses on responsiveness and with an empathetic and problem resolution mind-set.
12. Confidentiality:
    1. Handles sensitive student, family and staff information with discretion and maintains confidentiality in all aspects of the role in accordance with applicable laws, regulations and District expectations.
13. Collaboration:
    1. Collaborates effectively with school staff and departments to ensure smooth operations, timely communication, and a positive experience for students, families and visitors.
14. Problem Solving:
    1. Addresses routine issues promptly and professionally, exercising sound judgment within established procedures.
    2. Escalates complex matters to the proper building administrator.
15. Professional Learning:
    1. Participates in all District required training and ensures skill level is proficient using technologies and platforms needed to be successful in their role.
16. Accuracy and Timeliness:
    1. Ensures that all job responsibilities are maintained and completed accurately and within required deadlines. 

NON-ESSENTIAL FUNCTIONS: 

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members. 

1. Performs related duties as directed. 

ENTRY-LEVEL REQUIREMENTS:

1. EDUCATION/TRAINING: High school diploma or GED is required. 

2. EXPERIENCE: Previous clerical or secretarial experience is required, including the knowledge, skills and abilities necessary to perform the essential job functions. 

3. CERTIFICATIONS &/OR LICENSES: None required.

4. OTHER: Must be able to perform the essential functions of the position and meet the physical, sensory, and environmental requirements of the job, with or without reasonable accommodation. 

PERFORMANCE APTITUDES:

Data Utilization: Requires the ability to compile, assemble, copy, record, and/or transcribe data and/or information according to a prescribed schema or plan. Includes judging whether readily observable functional, structural, or compositional characteristics are similar to or divergent from prescribed standards, procedures, or routines.

Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details and to do so within well-established policies, procedures, and standards.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a variety of reference data and information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division.

Functional Reasoning: Requires the ability to carry out detailed but routine written or oral instructions. Work involves routine tasks performed according to clearly prescribed standard practices, with some latitude for independent judgment.

Situational Reasoning: Requires the ability to exercise the judgment required in situations characterized by repetitive or short-cycle operations covered by established procedures or sequences.

PHYSICAL REQUIREMENTS:
Tasks involve regular and, at times, sustained performance of moderately physically demanding work, including some combination of climbing, balancing, stooping, kneeling, crouching, and crawling, and may involve lifting, carrying, pushing, and/or pulling moderately heavy objects and materials weighing 20–50 pounds. Tasks also involve moving about the campus to assist in office areas and spaces outside the employee's normal work location.

SENSORY REQUIREMENTS:
Tasks involve reading and interpreting written documents, memos, emails, forms, and reports; viewing computer screens for extended periods to input data, manage calendars, and perform administrative tasks; and listening attentively, accurately relaying information, and responding promptly to instructions and inquiries from students, parents, teachers, and staff. Tasks also require fine motor skills for legible writing, keyboarding, operating office equipment such as copiers and printers, handling files and paperwork, multitasking, attention to detail, and maintaining composure and professionalism during interruptions or stressful interactions.

ENVIRONMENTAL FACTORS:
Work is regularly performed without exposure to adverse environmental conditions such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature extremes, noise extremes, machinery, vibrations, electric currents, traffic hazards, animals or wildlife, toxic or poisonous agents, violence, disease, or pathogenic substances.