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NEOGOV · 3 days ago

School Secretary 1

Montebello, CA

Full-time

Onsite

Entry Level

$52K/yr - $68K/yr

2+ years exp

NEOGOV is part of the Montebello Unified School District, which is seeking a School Secretary 1. This role involves performing complex office and administrative support duties in an elementary school setting, including managing correspondence, maintaining records, and providing information regarding school policies and procedures.

GovTechHuman ResourcesInformation TechnologySoftware

Responsibilities

Serves as secretary to the Principal; types, composes and revises reports, correspondence, memoranda, agreements, newsletters, schedules, notices, charts and other specialized documents; types from rough notes, drafts, and brief oral instructions; edits and revises materials on diskette; composes standard correspondence; maintains and updates confidential office files, logs, lists, directories, records and databases according to District policies and regulations; creates standard spreadsheets; designs and revises department forms; data enters information; sets up and maintains master and monthly calendars

Provides work direction to clerical personnel and student workers as assigned; monitors workflow and adjusts duties to complete assignments in a timely manner as assigned

Provides information concerning school policies, procedures, actions, activities and schedules as appropriate; maintains school calendar and serves as a coordinator of school events

Collects, compiles, organizes and records a variety of data related to attendance, enrollment, personnel, payroll, equipment inventory and student activities; prepares and maintains related records, files and logs

Answers, screens and directs telephone calls and visitors; dispatches emergency calls to the appropriate person; takes telephone messages; greets and directs visitors; assists students and parents in person and/or by telephone; researches requests from District employees or the public; responds to parent, student and staff questions and complaints and provides detailed, technical information regarding policies and procedures according to established procedures; resolves issues between office staff, parents, students, administrators and faculty; provides general program information; interacts with parent volunteers; provides translations as needed; contacts staff members to translate materials

Registers, releases or transfers students; completes enrollment information

Assists in the administration of school office in the absence of the Principal within District guidelines, policies and procedures

Maintains, posts and updates budget and financial records; maintains budgets for school programs, including requesting approval for special program expenses, writing checks, balancing accounts and making deposits; maintains field trip budgets; checks account numbers against appropriation ledgers; compiles budget data and maintains records of monies spent; processes invoices and requests for payment; submits approvals for appropriation transfers; prepares requests for budget adjustments; prepares forms for reimbursement; receives and reports petty cash expenditures; keeps records of expenditures for consultants; compiles student participation lists, collects monies and issues receipts

Orders and distributes office and program supplies, equipment, subscriptions and materials; receives and maintains inventory of supplies and equipment; stamps items for identification; returns damaged merchandise; establishes open accounts with vendors; verifies the accuracy of receivers and invoices; files completed requisitions and purchase orders; sets up supply and material exhibits for school staff review and creates exhibit lists; inputs exhibit requisitions and pulls book orders from exhibits

Schedules meetings, conferences and appointments for assigned staff; assists in organizing, preparing and distributing materials; cancels and reschedules meetings as necessary; prepares agendas and takes minutes; sets up meeting rooms; arranges for refreshments and child care; drafts presentations; assists in coordinating teacher conference attendance, including typing request forms, checking board minutes for approval, distributing claims forms, collecting receipts for reimbursement, making reservations and coordinating substitutes

Opens, reviews, prioritizes and distributes mail; schedules deliveries and pick-ups; coordinates mass mailings; duplicates and files documents, records and materials; designs and prepares binders

Records daily staff attendance information and prepares timesheets; monitors sign-in and out sheets; collects and submits time reports; records volunteer hours; receives and distributes paychecks; sends worker's compensation information and documents to Risk Management and physicians as needed; maintains records of employee time-off

Qualification

Office administrative practicesWord processing softwareSpreadsheet softwareBudget managementDatabase managementBilingual in SpanishCustomer service skillsCommunication skillsOrganizational skillsProblem-solving skills

Required

Graduation from high school or G.E.D. equivalent

Two (2) years of increasingly responsible office administrative or secretarial experience

Knowledge of office administrative and management practices and procedures, including filing and record keeping

Knowledge of principles and practices of sound business communication; correct English usage, including spelling, grammar and punctuation

Knowledge of District organization, functions, rules, policies and procedures applicable to assigned areas of responsibility

Knowledge of District administrative procedures and forms for human resources, risk management, purchasing, inventory, accounts payable, and budgeting processes

Knowledge of computer hardware and standard and advanced uses of business software, including word processing, graphics, spreadsheet, database and other applications

Knowledge of basic research techniques, methods and procedures

Knowledge of basic methods and practices of providing lead work direction

Knowledge of District human resources policies and labor contract provisions; District timekeeping and payroll codes and reporting requirements

Ability to operate a computer terminal and computer using word processing, spreadsheet and other business software

Ability to organize, set priorities and exercise sound independent judgment within areas of responsibility

Ability to interpret, apply, explain and reach sound decisions in accordance with District and department policies and procedures and labor contract provisions

Ability to provide effective work direction and train others in work processes, procedures and technology

Ability to organize and maintain office and specialized files

Ability to communicate clearly and effectively, orally and in writing, in English or a designated second language as required

Ability to understand and follow written and oral instructions

Ability to prepare clear, accurate and concise records and reports

Ability to troubleshoot and resolve basic computer software and hardware problems

Ability to compose correspondence from brief instructions

Ability to operate other standard office equipment

Ability to maintain sensitive and confidential information

Ability to use tact, discretion and diplomacy in dealing with sensitive situations and concerned people and customers

Ability to establish and maintain effective working relationships with District administration, faculty, staff, parents, students, the public and others encountered in the course of work

Preferred

Bilingual and bi-literate in Spanish to English translation

Benefits

The District offers eligible employees and their dependents medical insurance coverage with benefits as determined by the MUSD Health and Welfare Benefit Committee.

Vision care, Life insurance and EASE (Employee Assistance Services for Education) benefits are provided at no cost to all bargaining unit employees whose regular assignment is less than 4 hours.

Employees eligible for health and welfare benefits shall be allowed to supplement the District’s health and welfare contribution to provide full coverage for all health and welfare benefits.