Substitute Secretary

This is a substitute position with no guarantee of hours or days for the 2023-24 school year.

High school graduation or equivalent.

Ability to pass a federal background check.

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JOB SUMMARY:

This position provides substitute secretarial services for Shelton School District in the absence of the secretary.  Responsibilities may include planning, organizing, and administering a school wide secretarial service, managing budget, contributing to efficient and effective flow of communications throughout the system, and providing effective school-public relations in a professional and cheerful atmosphere.  Responsibilities will include working with students, staff, and the public, and maintaining an efficient operation so that it supports, and is an effective part of the education process.

ESSENTIAL FUNCTIONS, DUTIES, AND RESPONSIBILITIES:

Depending upon the individual assignment, the Substitute Secretary performs all or a combination of several of the following duties.  This list of essential functions is not exhaustive and may be supplemented as necessary.

1. Works with the principal to help maintain overall school operations.
2. Greets visitors, students, and staff courteously, determines their needs and gives direction or help accordingly.
3. Maintains  student record management system which includes new enrollments and withdrawals.
4. Answers office phones courteously and responds effectively to requests for information.
5. Always keeps student safety apriority.
6. Exercises FERPA laws regarding student confidentiality.
7. Understands and carries out the needs requested by Special Services Staff.
8. Receives sorts and delivers inter-district and US incoming and outgoing mail.
9. Prepares maintenance requests and technical support requests when necessary.
10. Files correspondence and other records in prescribed manner.
11. Maintains student record files, files incoming student records, locates and sends requested records of withdrawn students, and files appropriate student documentation.
12. Maintains  updated knowledge of school policies and procedures that affect this position.
13. Processes monthly student enrollment report.
14. Inputs daily attendance.
15. Tracks student attendance. Makes phone calls to guardian regarding absences. Sends attendance letters, and files truancy paperwork with court truancy office when necessary.
16. Maintains  and updates Automatic Notification System (ANS).
17. Maintains copy and printer supplies.
18. Maintains clearing account.
19. Completes  end of year procedures in the current student management system.
20. Types  a variety of material for counselors and teachers, students, and parents.
21. Maintains student rosters.
22. Orders busses for field trips.
23. Collects money for field trips.  Keeps records for reporting in the district software.
24. Works under limited supervision focusing primarily on results; directing other persons within a small unit; and monitoring the useof funds.  Utilization of resources from other work units is required to perform the job’s functions.  There is continual opportunity to impact the district’s services.
25. Performs  other related duties as assigned.

REQUIRED SKILLS, KNOWLEDGE, AND ABILITIES:

• Skills are required to perform multiple technical tasks with an occasional need to upgrade skills due to changing job conditions.
• Knowledge is required to perform basic math including calculation of fractions, percent and/or ratios; read technical information, compose a variety of documents and/or facilitate group discussions; and solve practical problems.
• Ability is required to schedule several activities; often gather, collate, and/or classify data; use basic job-related equipment.  Flexibility is required to work with others under a wide variety of circumstances. Analyze data utilizing defined but different processes and operate equipment using standard methods of operation.  Ability is also required to work with a significant diversity of individuals and/or equipment.  In working with others, problem solving is required to analyze issues, create plans of action, and reach solutions.

WORKING CONDITIONS:

The usual and customary methods of performing the job’s functions requires the following physical

demands:  some lifting, carrying, pushing and/or pulling; some climbing and balancing, some stooping, kneeling, crouching and/or crawling; significant reaching, handling, fingering and/or feeling.  Generally, the job requires 60% sitting, 15% walking and 25% standing. The job is performed under minimal temperature variations, a generally hazard-free environment, and in a clean atmosphere.

MINIMUM QUALIFICATIONS:

Job-related experience with increasing levels of responsibility.

High school diploma or equivalent. 

The ability to pass a federal background check.

REPORTS TO:  Principal or designee.

TERMS OF EMPLOYMENT: Salary and benefits according to adopted salary schedule.

EVALUATION: Performance of this job will be evaluated in accordance with provisions of Washington State Law.