Elementary Secretary

Grandview Heights Schools is seeking a dedicated, organized, and friendly individual to join our team as an Elementary School Secretary. As the first point of contact for students, parents, and staff, the ideal candidate will be professional, compassionate, and committed to supporting a positive school environment.

Title: Elementary Secretary

Reports To: Building Principal

Terms: 260 days, 7.5hrs per day

Position Summary:

Contributes to effective school and public relations by greeting all visitors to the building; promptly and courteously responds to inquiries while acknowledging and maintaining confidentiality; serves as the building contact for maintaining records and correspondence pertaining to staff and student attendance, student discipline and student information; responsible for fiscal activities of the building; provides support to building principal, teachers, school counselors and any other staff members requiring assistance; strives to find efficiencies in processes and perform other duties as reasonably related to the position.

Qualifications:

• High school diploma required, college degree preferred
• Knowledge of English, spelling, grammar and mathematics
• Proficient in the operation of business office equipment and computer technology, including but not limited to Microsoft Office products
• Experience using school database systems for student information, attendance and discipline record keeping preferred
• Acceptable FBI and BCI background checks

Essential Job Functions:

Record Keeping and Reporting :

• Follows procedures regarding student absenteeism and proper notifications
• Maintains student attendance and discipline records
• Maintains staff absence and substitute attendance records
• Prepares correspondence and reports pertaining to student attendance, discipline, grade cards, and scheduling
• Serves as the building coordinator for the verification of student demographic information contained within student information systems
• Prepares staff and student handbooks and maintains record of student handbook receipts
• Enters and maintains class and activity fees in the student information systems
• Accepts, maintains record of, and deposits funds received for student fees, activity fees, fundraisers, field trip fees, and donations
• Assists in the budget development process, including student activity accounts
• Ensures budget and cash balances for building purchase requests
• Processes building requisitions with proper account coding
• Maintains files of purchase orders and invoices
• Maintains the building crisis plan, emergency kits, and fire and tornado drill logs

Student Interaction:

• Assists with student and parent needs
• Responds promptly and courteously to questions from students and parents
• Maintains a “lost and found” and assists students in locating lost items
• Coordinates with teachers to obtain homework requests for absent students
• Delivers messages from parents to students
• Assists in the admittance of tardy students to class
• Administers basic first aid to students and arranges for ill students to be taken home
• Evaluates sick and injured children and follows proper protocols to notify the building principal, nurse, parents, and/or emergency service personnel
• Distributes medication to students as needed
• Maintains a calm demeanor during times of crisis

Communications:

• Relays the principals instructions and messages to staff
• Prepares daily student absence reports
• Communicates daily lunch counts to the food service staff
• Maintains the building website, signage and school calendar
• Compiles and distributes the school newsletter and board reports, as assigned
• Prepares morning announcements
• Maintains monthly and annual truancy and disciplinary reports
• Notifies staff of student attendance including detention and in-school suspension
• Notifies school counselors of student suspensions
• Communicates with district personnel regarding student information system and student data reporting, when necessary
• Prepares communications as directed by the building principal
• Responds timely and courteously to requests for information from internal and external sources while maintaining confidentiality
• Uses discretion in the dissemination of confidential information and respects the privacy of staff and students in discussion of non-confidential information

Office Operations:

• Serves as the elementary secretary
• Responsible for sorting incoming mail, including inner-school mail, and deliveries
• Orders office supplies and maintains the operation of office equipment
• Assists substitute staff with parking, classroom location and lesson plans
• Assists in organizing coverage for classrooms when a substitute is not available
• Assists the principal in scheduling meetings and appointments