Secretary - 10 Month / Front Office Attendance / Bilingual

Charlotte, NC, US
Sep 10, 2019
Summary: To perform a variety of basic secretarial activities in support of technical, professional and supervisory staff within a department or school site; and to provide processing and data entry support; and to provide information and assistance to faculty, staff, students and parents.

This individual is cross-trained to demonstrate the use of cost-effective procedures in fiscal management.

This individual assists management in making decisions that may have a great impact on others. However, most of the decisions made are discussed with the Principal prior to implementation.

Essential Duties: (These duties represent a sample and may vary by position.)
  • Acts as a receptionist, responds to requests and inquiries and assists visitors with directions and information.
  • Operates standard office machines such as typewriters, photocopiers, duplicating machines, telephones, calculators and computers.
  • Participates in the duties related to the administration of an office, assists in preparing comprehensive reports and recommending improvements in work flow, procedures and use of equipment and forms.
  • Prepares reports, handbooks and agendas.
  • Utilizes positive human relation skills to interact with teachers, assistant principals, administrators, other staff, students and parents in fulfilling requests for assistance as appropriate.
  • Opens, sorts and distributes incoming mail.
  • Performs special projects and assignments as requested; prepares reports; gathers, assembles and summarizes information and data.
  • Assists in training and monitoring the work of temporary secretaries or student assistants; may assist in providing training to clerical staff as appropriate.
  • Orders, stores and issues supplies and materials; maintains office supply inventory records.
  • Maintains copier maintenance and monitors staff usage.
  • Assists with the organization and implementation of the procedures for the opening and closing of school for staff and students.
  • Creates and maintains bulletin boards.
  • Responds to emergencies, such as bomb threats and lock downs.
  • Assists with safety audits.
  • Enrolls and withdraws students.(Elementary)
  • May be responsible for the attendance function. (Verifies early dismissals, enters absentee data and maintains absentee reports).
  • Maintains all aspects of student files. (Creates cumulative folder and Kardex and updates annually; establishes and maintains filing and check out system; updates all student information) .(Elementary)
  • Maintains copier maintenance and monitors staff usage.
  • Maintains all administrative and staff files.
  • Meets with new parents and students to begin registration and orientation process.
  • Places test labels on kardex.
  • Issues work permits.(High School)
  • Processes free/reduced lunch forms.
  • Prints and sends transcripts to requesting schools, businesses, programs and individuals; collects money for and logs transcripts sent.(Middle and High Schools)
  • Cross-trained in financial procedures to serve as back-up.
  • Issues work Permits and Driver's Eligibility Certificates. (High School)
  • Insures compliance with federal, state, local and school system rules and regulations.
  • Assists students with minor injuries; dispenses medications according to physician's directions, calls parents as needed.
  • Screens telephone callers, responds to complaints and requests for information on regulations, procedures. Refers others to appropriate personnel.
  • Maintains a working knowledge of the Family Educational Rights and Privacy Act regulations and serves as school's point person for articulation and adherence to guidelines.
  • Distributes report cards and other quarterly reports.
  • May process payroll.
  • Performs related as assigned.

Education and Experience:

  • High School Diploma or G.E.D. with Secretarial Coursework
  • One year of related experience required.

  • Associate degree
  • Secretarial experience in a school setting

Licensing / Certification Requirements: N/A

# of Jobs

Salary: From

Salary: To

Teacher Scale

Minimum Educational Requirements
HS diploma

10 Month

Additional Job Information

Knowledge / Skills / Abilities:

  • Ability to communicate clearly, concisely, verbally and in written form.
  • Competence in utilizing the software packages used by the school (Word, Excel, Access and PowerPoint)
  • Ability to establish and maintain respectful and cooperative working relationships.

Physical Requirements:

    • Skills requiring repetitive motor coordination with fingering/typing; crawling/kneeling; walking/sitting/standing; bending/stooping; grasping/twisting; and reaching hearing most (5 to 8 hours) of a normal work shift
    • Required to exert physical effort lifting/carrying; and pushing/pulling part (up to 4 hours) of a normal work shift in extremely heavy objects
    • Occasionally (less than 2 hrs./shift) climbing/balancing; rarely coming in contact with hazardous materials

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In compliance with Federal Law, Charlotte - Mecklenburg Schools administers all education programs, employment activities and admissions without discrimination against any person on the basis of gender, race, color, religion, national origin, age or disability.

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