Function: The WACTC Office Secretary performs clerical and administrative tasks necessary for the smooth operation of the school that supports interdependent student-centered classrooms that promote discourse and collaboration. The position is responsible for handling communications with parents/guardians and students and following school security procedures for visitors entering the school building. The Office Secretary reports directly to the School Director with directives from the High School Principal and Assistant School Principal. Essential Functions :Responsible for the efficient operation of the school's main office under the guidance of the School Director and/or Assistant Principal.Responsible for receptionist duties for the school.Responsible for the security of the school premises as per the policy of visitors.Responsible for assisting students, parents/guardians, staff, and visitors via phone, email, or in person.Responsible for accurate data entry to the Student Information System.Responsible for maintaining confidential student records and processing the transfer of records accurately and in a timely manner.Responsible for ordering and maintaining supplies and accurate records of school purchases as well as service calls/requests for school equipment.Responsible for the collection and submission of timesheets to the Payroll DepartmentResponsible for processing Field Trip requests.Responsible for processing building purchases, check requests, and revenue (fundraisers, deposits, etc)Responsible for coordinating certified staff conference trips in a timely manner and in accordance with WED policy and procedures; maintain a working spreadsheet of staff and conference details. Assists the Director in the preparation of a new school year and finalizing year end activities including Senior Week and Graduation. Assists the Director in the management of special funding and revenue accounts including but not limited to the Perkins Grants, Categorical, etc.. while meeting the requirements of the federal grants. Coordinate with the Facility staff with the tracking of chauffeur licenses and school vehicles ensuring they are registered and in working order. Coordinate with the Transportation staff for bussing of field trips and out of district students. Performs routine confidential administrative responsibilities, including but not limited to letters, reports, correspondences, forms, etc., in a timely and efficient manner.As needed, provide back-up support to the 10-month Office SecretaryPerform other duties and responsibilities as may be assigned and are consistent with this position. Critical Skills, Experience, and Knowledge: Demonstrates the ability to work in a fast-paced environment and adapt to shifting prioritiesDemonstrates strong customer service skills and the ability to interact patiently and positively with the public, school staff, parents/guardians, and students. Ability to prepare and maintain accurate records and reports while maintaining confidentiality. Ability to establish and maintain cooperative working relations with the public and co-workers.Demonstrates strong communication skills orally and in writing. Ability to become proficient in the Student Information System, the Attendance Management System, and the Facility Scheduling System. Ability to understand and follow oral and written instructions Minimum Required Qualifications: HS Diploma or GEDAbility to pass a clerical test with a score of 70 or higherAt least three (3) to five (5) years administrative or secretarial work experience in an office environment .Proficiency in the use of computer-based systems, including but not limited to Google and Microsoft products. Proficiency and accuracy in data entry Preferred Qualifications: Previous experience in a school office environmentAS degree Working knowledge of school-based software and databasesValid drivers license and reliable transportation
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