Job Information
Vinton-Shellsburg Community School District Guidance Secretary in Vinton, Iowa
Guidance Secretary JobID: 322
Position Type:
Secretarial/Clerical/ Building Secretary
Date Posted:
7/9/2024
Location:
VSCSD High School
Date Available:
08/01/2024
Closing Date:
07/18/2024
Vinton-Shellsburg Community School District
Job Description: Building Secretary
REPORTS TO: Primary: Building Principal and Assistant Principal
Secondary: Superintendent / Business Manager
FLSA STATUS: Non-Exempt – Hourly
STATUS: Full Time – Typically 40 hours/week
DATE REVISED: April 24, 2019
BASIC FUNCTION:
The Building Secretary provides clerical support to the Building Administrator and Certified and Support Staff and is responsible for the development, handling and processing of confidential student data and personal information regarding district operations and personnel management.
JOB SPECIFICATIONS/QUALIFICATIONS:
High School Diploma or Equivalent. Post-secondary hours in a related field desirable/not required.
High-level secretarial skills, including use of office equipment.
Public relations and communication skills.
Familiarity with school personnel and community.
Strong organizational skills.
Knowledge of basic accounting functions.
Organizational and management skills needed to effectively assist with multiple projects at the same time.
Computer skills adequate to utilize technology relevant to the position.
Perform other duties as may be assigned by the Building Administrator, Superintendent or Business Manager.
TERMS OF EMPLOYMENT:
The Board of Directors establishes the prescribed number of contract days each year.
The VSCSD Board of Directors establishes hourly wage & work year calendar each year.
EVALUATION: The Building Administrator evaluates the performance of this job.
GENERAL RESPONSIBILITIES:
Adhere to applicable state and federal laws, rules and regulations, board policies and administrative rules.
Demonstrate organization and professionalism in fulfilling the responsibilities of the position.
Maintain a “service orientation” and treat all students, parent, staff, and visitors with professional courtesy.
Demonstrate a positive attitude toward school, students and job while communicating the same to the community.
Participate in administrative team meetings and activities upon request of the lead administrator.
Attend seminars and trainings as needed to stay current with state and federal regulations and requirements.
Dress appropriately for the position and work required.
Accepts constructive criticism and suggestions while seeking to improve each performance responsibility.
Maintains professionalism related to confidentiality of student and staff records essential to the school operation.
ESSENTIAL FUNCTIONS:
Develops and maintains an office filing system on students.
Maintains cumulative student records, records test results, extra curricular activities and grades on cumulative and permanent records. Also, records grades on tracking sheets.
Maintains special education files.
Coordinates report cards.
Types correspondence, memos, handbooks, grants, and any other items needed by the Guidance Office or Activities Director.
Coordinates Progress Reports between teachers and parents.
Schedules visits for college representatives.
Sends applications and transcripts to colleges for students.
Uses computer to enter student body course requests/multiple changes, fee adjustments, summer school, driver’s education, and locker assignments.
Sends/requests records for transferring students and new students.
Assists with guidance functions as needed.
Inputs new students in computer, opens cumulative folder, tracking sheet, credit tracking, and types enrollment card.
Assist and support other areas of the office in the absence of co-workers.
Utilizes phone, e-mail and other means of correspondence appropriately to facilitate effective communication.
Maintain up-to-date student records and data entry-maintenance in Student Information System including entering and maintenance of school calendar..
Responsible for obtaining proper authorization for any student that is absent or released during the day. This also includes special cases involving restricted authorizations (i.e. divorce, foster parents, etc.) Writing and recording admit slips, late passes and hall passes for students as directed by the building administrator.
Issue letters to parents of children with truancy issues.
Refer appropriate student discipline issues to the building administrator (unexcused absence, fighting, disrespectful behavior, etc.).
Make daily announcements to students and teachers at the direction of the building administrator.
Assist as needed at Registration, Parent-Teacher Conferences and New Student Orientation Nights.
Responsible for the opening, closing and maintaining organization within the guidance office.
Keep school clock on correct schedule. (ie: regular, 2 hr. late, 2 hr. early) Enter new schedules as needed.
Attend faculty meetings as directed by building administration.
Assist parents who need items or messages delivered to students.
Enter and update family emergency information into the student information software program.
Assist with the registration of new students.
Assist with supervision of students who are on in-school suspension or any students sent to the time-out room.
This job description is not intended to be all-inclusive, and employee will also perform other reasonable related business duties as assigned by immediate supervisor and other management as required.
PHYSICAL REQUIREMENTS:
Able to communicate effectively via a telephone and email in a clear, precise manner.
Able to write and record reports utilizing basic computer functions.
Able to read and interpret policies, procedures and employee handbook.
WORKING CONDITIONS:
Primary work setting is the Office of the Assigned Attendance Center but duties at times may require working within the other attendance centers in the district.
May be required to drive school vehicles to carry out responsibilities of the position.
May be required to work additional hours as required during certain times of the year.
The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time unless restricted by a negotiated contract.