Shire Jobs

Title: Elementary School Secretary FY2425_36 Grades K-4 Location: Story Creek Reports to: School Principal Status: Hourly, Overtime eligible 1.0 FTE – School Year Appointment (10 months) Start Date: July 1, 2024 Working your family schedule and contributing to our local education community, Competitive benefit package and state retirement plan available, fully vested after five years, matching funds! Pride in your community’s education Purpose Performs general secretarial duties for the School Principal. Duties may include public contact, typing and preparing letters or documents using various software applications, entering data into school or department systems and applications, keeping clerical records, logs, ledgers, and related documents and working within District specific processes and procedures. Essential Job Duties General Office Duties Performs a wide variety of clerical and secretarial work, including typing, proofreading, filing, and checking and recording information. Manages calendars for Principal, scheduling meetings with parents, teachers and students. Administers medications to students and may administer basic first aid. Maintains student confidentiality in all job responsibilities. Opens grading window for mid-term and quarters and assists teachers. Prints and processes report cards for mailing. Processes paperwork for new and moving grade level students. Prepares 4th grade student files to send to middle school. Coordinates and organizes appropriate grade promotion program(s). Coordinates/communicates with teaching substitutes daily, assuring all positions are covered, gathering signatures, printing rosters and lesson plans emailed from teachers, balancing with payroll absence reasons, dates & times and assisting teachers with entering absences, etc. Ensures grade cumulative files remain current. Collects and organizes census forms and computer use forms. Collects student fees. Answers incoming phone calls and greets walk-in customers, provides general information to the public, answers questions and inquiries, provides specific information about accounts, and provides referrals to other departments or staff as needed. Assists customers and vendors with school district procedures and explains school district procedures/policies/programs to customers and resolves customer concerns. Performs all work duties and activities in accordance with District policies, procedures and safety practices. Answers inquiries concerning standardized policies, procedures, and regulations. Screens incoming correspondence routed to supervisor and distributes mail. Arranges correspondence for supervisor’s personal reply in order of priority, with appropriate background material attached for reference. Attends meetings and conferences as requested. May prepare material for Board agenda. Accounting Related Duties Enters district purchase orders into accounting system. Processes invoices, statements, and bills and prepares monthly payments. Processes and maintains computerized account balances and related information. Verifies billing information, services, and other information with vendors. Assists with school budget preparation and management. Reconciles monthly credit card statements. Monitors customer account collections and maintains logs, correspondence, and payment records. Orders and maintains inventory of general school supplies. Maintains Student Activity Account Receipts and deposits all incoming funds. Attendance Duties Enters attendance records for Grades K-4. Tracks attendance on check-in/check-out sheets. Calls parents on absences not excused. Processes tardy slips for late student. Prints attendance reports and files in student files. Scheduling Duties Updates Infinite Campus with student schedules, transfer students and set up sections Assigns students to homerooms. Prepares student files for any student transferring from the school. Records and files immunization records Knowledge Skills Abilities Knowledge of school terminology, practices and procedures. Knowledge to analyze situations to define issues and draw conclusions. Knowledge of bookkeeping, accounting, cash handling, and record keeping practices and procedures. Knowledge of safety practices and procedures. Knowledge of modern office practices, procedures and equipment. Ability to perform accounting and bookkeeping functions accurately and efficiently. Ability to understand and carry out oral and written instructions. Ability to read, write and speak English fluently. Ability to be flexible to work with others in a wide variety of circumstances. Ability to work with a diversity of individuals and/or groups and utilize specific, job-related equipment. Ability to problem solve and analyze issues. Ability to establish and maintain cooperative and effective working relationships with students, the public, and staff members. Ability to manage time and responsibilities, adapt to changing work priorities, communicate with diverse groups, maintaining confidentiality, meet deadlines and schedules. Ability to set priorities, work as part of a team and work with and manage frequent interruptions. Ability to maintain confidentiality of student matters. Ability to effectively communicate with students, parents, and staff. Ability to perform duties with awareness of all District requirements and Board policies. Ability to schedule activities, meetings, and/or events, gather, collate, and/or classify data and use job-related equipment. Skill in adhering to safety practices. Skill in preparing and maintaining accurate records and using pertinent software applications (as required). Required Qualifications Any combination of training, education and experience equivalent to graduation from high school. Successful work experience performing high level administrative secretarial work with high public contact. Successful experience working in a fast paced and busy office, exhibiting patience while working effectively with the public and multiple staff members on a consistent basis. Advanced experience working successfully with computer programs and software such as Google platform, Microsoft Office Suite, G-Suites and with database systems. Preferred Qualifications Successful experience performing office administrative support work in a public school setting. Successful experience working with Elementary School students. Successful experience performing accounting and bookkeeping related responsibilities. Necessary Special Requirements Montana Driver’s license or the ability to obtain license within three months of hire date. Ability and willingness to learn and understand new computer programs and processes. Holds a currently valid First Aid card with CPR (or ability to obtain certification within 2 months) Physical and Mental Demands and Work Hazards Performs routine office work. Ability to navigate stairwells between classrooms and floors. Regularly works inside with minimal temperature variations. Ability to meet deadlines with severe time constraints. The noise level in the work environment is usually quiet to moderate. Regularly required to sit, walk and stand. Specific vision abilities required by this job include close vision, distance vision, depth perception, and the ability to adjust focus. Carrying, pushing, and/or pulling; some climbing and balancing; frequent stooping, kneeling, crouching, and/or crawling. Significant fine finger dexterity Required to be able to hear conversations in loud and quiet environments. May be required to lift or carry up to 20 pounds on an infrequent basis with or without an accommodation. Guidance and reinforcement are usually available. The employee frequently works within time constraints and must maintain attentiveness intensity. Frequently involved in interactions which require oral and written communications. Exercises flexibility and the ability to shift from one task to another. Occasional travel/mobility between schools, or between schools and the Administration office, may be required. Effective hearing and speech abilities. Work area is generally a hazard free environment. Demonstrates regular attendance performing duties as described. Reports to work fit for duty with characteristics inherent to the position. The duties, physical demands, work-environment characteristics, and mental/motor demands described within this vacancy announcement are representative of those that must be met by an employee to successfully perform the essential functions of this job with compliance with the American with Disabilities Act Amendment Act (ADAAA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.