Academic Secretary

Job Title: Academic Secretary Wage/Hour Status: Non-exempt

Reports to: Academic Specialist Pay Grade: 2 (207 days)

Dept./School: SSISD Primary Schools Date Revised: 07/2019

Primary Purpose:

To provide clerical services for school's Academic Specialist and ensure efficient operation of school's special programs

Qualifications:

Education/Certification:

High school diploma or GED

Special Knowledge/Skills:

Ability to proficiently use a personal computer and software (Microsoft Office 365 Suite, others as assigned)

Effective organizational, communication, and interpersonal skills

Knowledge of basic accounting principles

Experience:

One to three years secretarial experience, preferably in public education environment

Major Responsibilities and Duties (in no particular order):

• Coordinate internal and external meetings, appointments, events, workshops, seminars and special events and calendar for Academic Specialist (schedule parent meetings, order substitutes for curriculum related events, etc.).
• Maintain student and staff confidentiality in all circumstances; understand FERPA (Family Educational Rights & Privacy Act of 1974).
• Communicate effectively with a variety of district and community officials.
• Work as part of a team with ease and courtesy.
• Use common computer hardware (copier, printer, fax and scanner) and software (Microsoft Office 365 suite - Word, Excel, One Drive, etc.).
• Perform data entry - efficiently and accurately.
• Perform general office duties such as answering telephone inquiries, filing, mail, spreadsheets and journal entries on a daily basis.
• Strong communication, interpersonal and organizational skills.
• Ability to work with minimal direct supervision.
• Provide services like typing, proofreading, editing and processing daily mail.
• Bookrooms, meeting resources and consumables (coordinate with central office for receipt and accounting of, maintain order of campus bookroom and literacy and professional libraries)
• Attend meetings, recording and distribution of minutes.
• Work with frequent interruptions.

Reception and Phones

• Receive incoming calls, take reliable messages, and route to appropriate staff.
• Admit visitors to the building using remote door call system; greet and direct all.
• Understand and use public address system.
• Assist students, teachers, and parents as needed.

Records, Reports, and Correspondence

• Prepare written correspondence, forms, schedules, or reports using personal computer.
• Prepare instructional materials, meeting agendas and campus communication as requested.
• Maintain academic calendar of events.
• Maintain physical and computerized records, including student RTI folders, etc.
• Process new student records, including requesting transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases.

Files

• Maintain all recordkeeping for special programs (504, LPAC and RTI plans; ARD accommodations).
• Coordinate appropriate documents for district assessment plan.
• Maintain records with a high degree of accuracy.
• Maintain the integrity of systems, databases and office files.
• Prepare and circulate curriculum documents (PLC - planning guides, assessments, etc.)

Accounting and Inventory

• Receive, store, and issue campus textbooks.
• Assist with coordination of faculty meetings and campus activities.
• Assist with campus budget preparation.
• Maintain inventory of fixed assets, equipment, and supplies.

Other

• Sort, distribute, or deliver mail and other documents.
• Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.
• Lifting of textbooks, curriculum materials and assessment deliveries to the Academic Specialist.

Equipment Used:

Personal computer and peripherals, copier, fax machine, and calculator.

Working Conditions:

Mental Demands/Physical Demands/Environmental Factors:

Maintain emotional control under stress; work with frequent interruptions. Lifting of textbooks and curriculum materials. Repetitive hand motions; prolonged use of computer.