School Secretary (2024-2025 School Year)

Title
School Secretary (2024-2025 School Year)

Description
Applications can be downloaded under the "Department" tab in the "Human Resources" option.

POSITION: School Secretary
DATE OF POSTING: August 7, 2024
DEADLINE: Until Filled
REPORTS TO: School Principal(s) - Immediate Supervisor(s)
Superintendent - General Supervisor

MINIMUM QUALIFICATIONS:
1. Education - High School diploma or completion of General Education Development; sufficient formal and/or informal training to provide the ability to read and write at a level consistent with the requirements of the position.
2. Training and Experience - Any combination of training and/or experience which demonstrates ability to perform the duties as described; a typical qualifying background would include work experience in an office environment involving public contact; experience working at a school site is desirable.
3. Knowledge - Standard clerical procedures and office operations, English grammar, punctuation, and spelling; business formatting of documents; basic research techniques; standard software applications; standard types of office filing systems; proper telephone etiquette.
4. Skill and Ability - Operate standard office equipment; accurately prepare, create, edit, and design memos, reports, letters, and other documents; maintain complex databases and management information systems; learn new software applications; communicate effectively in oral and written form; proofread material and make necessary corrections; utilize time management techniques to organize and prioritize work; read, interpret, and apply rules, and procedures; follow instructions; work independently; maintain confidentiality of student and program information; work cooperatively and effectively with students, parents/guardians, administrators, and the general public.

JOB GOAL:
The secretary will assist the school with resources and agendas that provide excellent educational opportunities to each student. The secretary will complete work in an organized, timely manner to meet deadlines while maintaining an orderly environment.

PERFORMANCE RESPONSIBILITIES:
1. Provide clerical and administrative support to the principal, assistant principal; support teaching staff as policy directs
2. Ensure that the school operates in a consistently organized manner
3. Act as liaison between the community, the school and other internal and external stakeholders
4. Coordinate appropriate documents for communication between schools and with the district office
5. Organize and maintain student cumulative files to include: academic reports, test scores, transcripts, and assessment labels
6. Adhere to rigorous student and staff confidentiality protocols in all circumstances
7. Act as first point-of-contact to callers, relay messages, and transfer calls as appropriate
8. Arrange conferences, meetings, and travel reservations for administrative personnel both using school resources and out-of-school arrangements
9. Complete forms in accordance with school and district procedures
10. Compose, type, and distribute staff and department meeting notes, routine correspondence
11. Generate and distribute reports as appropriate
12. Handle visitor inquiries, and direct them to the appropriate person according to their needs
13. Locate and attach appropriate files to incoming correspondence requiring replies
14. Distribute newsletters and other information in an economical and time-sensitive manner
15. Maintain master schedule and event calendars; cross reference with district timelines and facility availability
16. Open, read, route, and distribute incoming mail and other material, and prepare answers to routine letters; make copies of correspondence and other printed material.
17. Set up and maintain paper and electronic filing systems for records, correspondence, and other material in student database.
18. Collect and deposit funds from clubs and/or organizations; keep accurate records of collections and deposits
19. Record attendance and absences; issue student admit slips for absences; enter excused absences in student database system; make phone calls as appropriate
20. Maintain student nutrition documentation, lunch accountability forms and point of service records
21. Manage projects from a clerical perspective, and contribute to committee and team work
22. Ensure email best practices and coordinate the flow of information both internally and with other organizations
23. Order, track and dispense supplies
24. Ensure that school formatting and content policies are followed; revise as necessary; prepare and circulate curriculum documents
25. Able to maintain records with a high degree of accuracy
26. Able to work as part of a team
27. Able to work with frequent interruptions
28. Operate office equipment such as fax machines, copiers, and phone systems; and use computers for spreadsheet, word processing, database management, and other applications
29. Perform all other duties and tasks as requested by supervisor(s)

TERMS OF EMPLOYMENT: As approved by the Superintendent

SALARY: As per district salary schedule

APPLICATION PROCESS:
1. Classified Application
2. Letter of Interest
3. Resume

SUBMIT APPLICATION DOCUMENTATION TO THE FOLLOWING:
Las Vegas City Schools
Human Resources Department
School Secretary Vacancy
901 Douglas Avenue
Las Vegas, New Mexico 87701
Phone (505) 454-5700

Las Vegas City Schools is an equal opportunity employer and does not discriminate on the basis of race, national origin, religion, age, sex, marital status or handicap in compliance with federal and state laws. This job description identifies general responsibilities and is not intended to be a complete list of all duties performed. This document is subject to change in response to student demographics, staffing factors, funding variables, modified operating procedures, program/curriculum changes, and unforeseen events.

Contact Las Vegas City Schools
Phone: 505-454-5700
Fax: 505-454-5712

901 Douglas Avenue, Las Vegas, NM 87701