Front Office Secretary
Norman Public Schools
Secretary Job Description
Job Title: Secretary
Credentials: None required for this position.
Education: High school diploma or GED
Training or experience required: 6 months to 1 year of secretarial experience. Some computer experience is helpful.
Reports to: Building Administrator
Contract: 200 days
Salary Schedule: Secretary 2
FLSA Classification: Non-exempt
Essential Job Functions:
Effectively manage all communications between students, parents, school personnel, and other staff especially as it relates to student attendance and other counseling concerns. Call parents to inform them of student absences.
Input attendance information into computer (absences excused or unexcused, check in and out, ISS, parent contacts, etc.). Inform principal of student attendance.
Assist with registrar's function including enrolling or withdrawing students, creating/preparing student files including immunization records, etc. Obtains books and other school property. Make files for new students and properly input address and other pertinent data into computer.
Check students in and out of school. Send messages to students as requested by parents. Notify teachers of in school and out of school suspensions and appropriate assignments for those missing school. Send for homework for those missing school.
Type on computer, word processor, or typewriter from rough draft. Compile and assist with preparing documents, reports and communications.
Receive and direct visitors, handle telephone calls, and provide assistance or technical information concerning policies, procedures, and other details. Take and deliver messages. May assist in opening and distributing mail. May backup any other clerical position in the school.
May assist with getting substitutes. Input data into manual or electronic records concerning attendance of staff and students and other information.
May operate two-way radio/intercom to dispatch information.
Organize and maintain various files including confidential and tickler files.
Schedule meetings and make sure all information and arrangements are completed.
Operate modern office equipment including a computer and must be able to input attendance information.
Perform other clerical functions like replenishing office supplies and tests; duplicating material; taking student ID pictures; assigning busses to students; updating bulletin boards; and keeping reception area presentable.
Supervise Office Aides/Assistants. Give new students a map of the school, their schedules and assign a student aide to show them around.
Perform other duties as assigned.
Knowledge, Skills, & Abilities:
Successful performance of the job requires good customer service/people skills and to handle problems and provide information and technical assistance as requested. It requires complying with safety guidelines and policies to reduce accident or injury to staff or to students. It requires following school dress standards, proper attendance or leave policies, and other work-habits concerns for staff. Creativity, initiative and effective problem solving are critical to the success of the position.Help manage the computerization of school district operations. Provide training and support to district staff in the use of administrative computer systems. Perform such tasks to the ultimate benefit of the educational program. An incumbent in this position will utilize discretion, ingenuity and independent judgment due to the complexity of the job. Since there may be several ways to solve a problem, an incumbent is free to choose the solution.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. While performing the duties of this Job, the employee is regularly required to sit; use hands to handle or feel and talk or hear. The employee is frequently required to reach with hands and arms. The employee is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.