Substitute, Secretary 2025-2026 SY

Job Number 4600313025 Start Date Open Date 07/01/2025 Closing Date 05/31/2026

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. Substitute secretaries are temporary staff and used as needed.

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

The incumbent 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:

Minimum

Desirable

• 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:

None required or preferred.

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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