CLASS TITLE:  SCHOOL SECRETARY I - ELEMENTARY

This is a full-time position; 215 days per school year; 7.5 hrs/day (For 2024-2025 school year, pay will be prorated based on start date.)

BASIC FUNCTION:

Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in routine administrative tasks and coordinate school office activities; perform public relations and communications services for the Principal.

DISTINGUISHING CHARACTERISTICS:

School Secretary I – Elementary incumbents perform a variety of clerical and secretarial duties in a small to medium-sized school.  School Secretary II – Elementary incumbents perform a variety of clerical and secretarial duties in a large elementary school with a larger number of faculty, student body enrollment and educational programs.

REPRESENTATIVE DUTIES/ESSENTIAL FUNCTIONS:

• Coordinate a variety of office activities to assist the Principal with administrative tasks; prepare and accurately maintain a variety of reports, records and files relating to students, staff, budgets, operations and activities.

• Serve as secretary to the Principal; compose routine correspondence independently; prepare, type and distribute communications and minutes of meetings; schedule appointments and meetings as requested; receive, open and route mail.

• Train and provide work direction to clerical personnel and student workers as assigned; monitor workflow and adjust duties to complete assignments in a timely manner as assigned.

• Provide information concerning school policies, procedures, actions, activities and schedules as appropriate; maintain school calendar and serve as a coordinator of events.

• Collect, compile, organize and record a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory and student activities; prepare and maintain related records, files and logs.

• Collect and account for monies collected in conjunction with school activities; secure monies and process according to established procedures.

• Administer first aid to ill and injured students; contact the nurse, parents or public safety agencies as appropriate. 

• Register, release or transfer students; complete enrollment information and database.

• Operate a variety of business equipment including typewriter, calculator, copiers, computer equipment and other school office machines.

• Requisition, receive, store and distribute supplies and office materials; maintain materials and equipment inventory as assigned.

• Provide clerical assistance to faculty and staff as needed.

• Orient new and substitute teachers; provide directions, keys and instructional materials.

• Perform related duties as assigned.

KNOWLEDGE AND ABILITIES:

KNOWLEDGE OF:

• Modern office practices, procedures and equipment.

• Record-keeping techniques.

• Health and safety regulations.

• Correct English usage, grammar, spelling, punctuation and vocabulary.

• Oral and written communication skills.

• Interpersonal skills using tact, patience and courtesy.

• Telephone techniques and etiquette.

• Basic first aid techniques.

• Operation of standard office machines including computer equipment.

ABILITY TO:

• Maintain regular and predictable attendance.

• Perform a wide variety of clerical and secretarial duties to coordinate school office activities and assist the Principal in a variety of administrative tasks.

• Perform public relations and communications services for the Principal.

• Add, subtract, multiply and divide quickly and accurately.

• Understand and follow oral and written directions.

• Compose correspondence independently.

• Complete work with many interruptions.

• Type at an acceptable rate of speed.

• Work independently with little direction.

• Establish and maintain cooperative and effective working relationships with others.

• Learn, interpret, apply and explain rules, regulations, policies and procedures.

• Operate a variety of office machines including typewriter, computer terminal, calculator and copiers.

• Understand and work within scope of authority.

• Maintain good public relations with students, parents, teachers and the public.

• Meet schedules and time lines.

• Plan and organize work.

• Train and provide work direction to others.

• Compile and maintain accurate records and prepare reports.

• Work confidentially with discretion.

• Communicate effectively both orally and in writing.

• Administer first aid to ill or injured students.

EDUCATION AND EXPERIENCE:

Any combination equivalent to:  high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law and two years of increasingly responsible clerical and secretarial experience involving frequent contact with the public.