Academic Secretary

Job Title: Academic Secretary Wage/Hour Status: Non-exempt Reports to: Academic Specialist Pay Grade: 2 (207 days) Dept./School: SSISD Primary Schools Date Revised: 07/2019 Primary Purpose: To provide clerical services for school's Academic Specialist and ensure efficient operation of school's special programs Qualifications: Education/Certification: High school diploma or GED Special Knowledge/Skills: Ability to proficiently use a personal computer and software (Microsoft Office 365 Suite, others as assigned) Effective organizational, communication, and interpersonal skills Knowledge of basic accounting principles Experience: One to three years secretarial experience, preferably in public education environment Major Responsibilities and Duties (in no particular order): * Coordinate internal and external meetings, appointments, events, workshops, seminars and special events and calendar for Academic Specialist (schedule parent meetings, order substitutes for curriculum related events, etc.). * Maintain student and staff confidentiality in all circumstances; understand FERPA (Family Educational Rights & Privacy Act of 1974). * Communicate effectively with a variety of district and community officials.

* Work as part of a team with ease and courtesy.

* Use common computer hardware (copier, printer, fax and scanner) and software (Microsoft Office 365 suite - Word, Excel, One Drive, etc.). * Perform data entry - efficiently and accurately.

* Perform general office duties such as answering telephone inquiries, filing, mail, spreadsheets and journal entries on a daily basis.

* Strong communication, interpersonal and organizational skills.

* Ability to work with minimal direct supervision.

* Provide services like typing, proofreading, editing and processing daily mail.

* Bookrooms, meeting resources and consumables (coordinate with central office for receipt and accounting of, maintain order of campus bookroom and literacy and professional libraries) * Attend meetings, recording and distribution of minutes.

* Work with frequent interruptions.

Reception and Phones * Receive incoming calls, take reliable messages, and route to appropriate staff.

* Admit visitors to the building using remote door call system; greet and direct all.

* Understand and use public address system.

* Assist students, teachers, and parents as needed.

Records, Reports, and Correspondence * Prepare written correspondence, forms, schedules, or reports using personal computer.

* Prepare instructional materials, meeting agendas and campus communication as requested.

* Maintain academic calendar of events.

* Maintain physical and computerized records, including student RTI folders, etc.

* Process new student records, including requesting transcripts and records from other schools, setting up cumulative folder, and entering student data into appropriate databases.

Files * Maintain all recordkeeping for special programs (504, LPAC and RTI plans; ARD accommodations). * Coordinate appropriate documents for district assessment plan.

* Maintain records with a high degree of accuracy.

* Maintain the integrity of systems, databases and office files.

* Prepare and circulate curriculum documents (PLC - planning guides, assessments, etc.) Accounting and Inventory * Receive, store, and issue campus textbooks.

* Assist with coordination of faculty meetings and campus activities.

* Assist with campus budget preparation.

* Maintain inventory of fixed assets, equipment, and supplies.

Other * Sort, distribute, or deliver mail and other documents.

* Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.

* Lifting of textbooks, curriculum materials and assessment deliveries to the Academic Specialist.

Equipment Used: Personal computer and peripherals, copier, fax machine, and calculator.

Working Conditions: Mental Demands/Physical Demands/Environmental Factors: Maintain emotional control under stress; work with frequent interruptions.

Lifting of textbooks and curriculum materials.

Repetitive hand motions; prolonged use of computer.