Office Secretary - (0.6 FTE/10 months) - Catonsville Ctr Alt Studies (Effective 8/19/24)

DEFINITION

Performs general office secretarial and clerical duties in an elementary or secondary school. Prepares and processes forms, records, correspondence, memoranda, documents, and reports relating to school activities.

Work involves frequent and responsible contacts with students, parents, the general public, administrative offices, and the school’s instructional and support staff.

Performs other duties as assigned.

EXAMPLES OF DUTIES :

• Performs a full range of skilled word processing functions. Develops, formats, and prepares correspondence, memoranda, reports, announcements, and forms.
• Composes correspondence and memos. Prepares specialized documents and technical reports. Creates documents for mass mailings.

Produces charts, graphs, and tables.

• Prepares, distributes, collects, records, processes, arranges, compiles, files, and maintains data related to student testing, deportment, accidents, enrollment, orientation, suspensions, insurance, withdrawals, medical data, instructional media, and a variety of other school business-related operations.
• Performs typing assignments with required skill and accuracy. Processes and records work which is often a confidential nature.
• Sets up and operates automated scheduling and attendance procedures; keeps a current file maintenance system for all schedule, attendance, and interim reports in a systematic filing scheme.
• Registers new students, assists with student orientation, may set up and maintain bus schedules. Processes incoming and outgoing record folders;

maintains class and school enrollment data. Maintains data on the Student Testing and Registration System (STARS) system.

Greets visitors, answers inquiries and / or directs them to appropriate school personnel. Works with parents, social services, law enforcement personnel, and other visitors, furnishing and obtaining information in accordance with the schools operational procedures and confidentiality requirements.

Handles telephone calls; furnishes and receives information or directs call to proper person or office.

Processes incoming and outgoing mail. Obtains and calls in daily lunch count. Maintains small fund for making student loans.

Assists students with their personal problems; e.g., missing bus, lost and found, etc. Obtains substitute teachers when required.

May assist in library. Maintains supply of and controls issuance and return of keys for school facilities and equipment.

• Arranges team and parent-teacher conferences. Responsible for team notices and minutes.
• Makes arrangements for field trips, obtains parental permission, charters transportation vehicles, determines cost, and may collect fees from students.
• May schedule use of school facility by school related and outside groups. Processes required forms, computing and entering standard fees.

Notifies appropriate personnel for custodial and / or technical coverage.

• May maintain inventory of school materials and standard office supplies; obtains needed supplies as required.
• May be the principal’s designee for administering prescribed medication, and attends to the health needs of students during the absence of the nurse, excluding situations where there is exposure to blood and bodily fluids.
• Operates various office equipment including PC’s, photocopying equipment, duplicating machines, laminator, etc. May perform routine maintenance and arrange for service and / or repair of equipment.
• Prepares and maintains up-to-date records of all students on class list and attendance record / reports.
• Signs students in and out of school. Issues tardy passes and keeps absentee / tardy records
• Assists with the preparation of instructional requests including end of semester exams, tests, and other such materials as assigned.
• Provides back up assistance to other office clerical personnel to maintain efficient office operations at all times.
• Assists with ensuring accuracy of student attendance records including entering daily and period attendance for all daily substitutes.

Maintains attendance related notes for the purpose of providing reliable documentation of recorded attendance information in compliance with district policies.

• Retrieves data and compiles information from manual and automated files for the preparation of routine reports and correspondence regarding student attendance.
• Performs other duties as assigned.

MINIMUM QUALIFICATIONS :

Training and Experience :

Possession of a high school diploma or equivalent. Three years of secretarial and / or clerical work experience.

Candidates will complete the BCPS Office Professional Skills Assessment relevant for this position.

Note : Other combinations of applicable education, training, and experience that provide the knowledge, abilities, and skills necessary to perform effectively in the class may be considered.

Knowledge, Skills, and Abilities :

Knowledge of office practices and procedures. Knowledge of filing systems. Knowledge of word processing, spreadsheet, and database software applications.

Knowledge of office equipment.

Skill in performing secretarial and clerical duties. Skill in maintaining records and preparing reports. Skill in composing correspondence.

Skill in applying established policies and procedures to work problems. Skill in taking dictation (any method.)

Demonstrated ability to type 40 words per minute. Ability to establish and maintain effective working relationships with students, parents, administrators, staff, and the public.

Ability to communicate clearly and effectively. Ability to appropriately maintain confidential information and records.

PHYSICAL AND ENVIRONMENTAL CONDITIONS :

The work of this class is generally sedentary, performed in an office environment, and requires the use of coordination and skill in the operation of word processing and other office equipment.

FLSA : Non-exempt

Eligible for the Maryland State Retirement System

This job description defines the types of duties and level of difficulty of work required of positions in this title. It shall not be held to exclude duties not mentioned nor limit the right of management to assign work to employees.

Citizenship, residency or work VISA in United States required.