Sub Clerical Classified

Job Description

Glendale Elementary School District

School Secretary

Purpose Statement

The job of School Secretary is done for the purpose/s of providing general clerical support within the

school site; ensuring and maintaining a variety of student records.

Essential Functions

Communicates with parents, students, staff, etc. in person, by telephone or letter for the purpose of

providing information, facilitating communication among all parties and/or providing direction.

Compiles student records/enrollment data (e.g. birth certificates, transfers, immunization, etc.) for the

purpose of meeting state, federal and/or district requirements.

Greets individuals entering the school office (e.g. visitors, parents, students, vendors, etc.) for the

purpose of responding to inquiries, directing individuals to appropriate location/personnel and/or

ensuring that all visitors have signed in on the visitors log.

Maintains a variety of records and/or files, including student records (e.g. purchase orders, rosters,

student cum files, emergency records, daily attendance, completed reports, etc.) for the purpose of

providing documentation for audit purposes and meeting state, federal and administrative requirements.

Performs enrollment, transfer and withdrawal activities (e.g. interpreting transcripts, forwarding materials,

updating automated student information system, etc.) for the purpose of ensuring compliance with

financial, legal, state or federal requirements.

Performs record keeping and general clerical functions (e.g. proofreading, filing, copying, faxing, etc.)

for the purpose of supporting school office operations.

Prepares a variety of reports and written materials for the purpose of meeting state, federal and/or

district requirements.

Processes documents, forms, mailings and materials (e.g. new registrations, transcripts and transcript

requests, withdrawals, bus passes, etc.) for the purpose of disseminating information and completing

transactions.

Other Functions

Monitors students referred for illness or disciplinary action for the purpose of ensuring their safety and

welfare as assigned.

Performs other related duties as assigned for the purpose of ensuring the efficient and effective

functioning of the work unit.

Job Requirements: Minimum Qualifications

Skills, Knowledge and Abilities

SKILLS are required to perform multiple tasks with a potential need to upgrade skills in order to meet changing job

conditions. Specific skill based competencies required to satisfactorily perform the functions of the job include

operating standard office equipment using pertinent software applications; preparing and maintaining accurate

records; performing basic bookkeeping and record keeping; adhering to safety practices. Bilingual in

English/Spanish preferred; And/or other qualifications the Board deems appropriate.

KNOWLEDGE is required to perform basic math, including calculations using fractions, percents, and/or ratios;

understand written procedures, write routine documents, and speak clearly; and understand complex, multi-step

written and oral instructions. Specific knowledge based competencies required to satisfactorily perform the

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functions of the job include: concepts of grammar and punctuation; office methods and practices; business

telephone etiquette.

ABILITY is required to schedule a number of activities, meetings, and/or events; gather, collate, and/or classify data;

and use basic, job-related equipment. Flexibility is required to work with others in a wide variety of circumstances;

work with data utilizing defined but different processes; and operate equipment using defined methods. Ability is

also required to work with a wide diversity of individuals; work with similar types of data; and utilize specific, job-

related equipment. Problem solving is required to identify issues and create action plans. Problem solving with data

requires independent interpretation of guidelines; and problem solving with equipment is limited. Specific ability

based competencies required to satisfactorily perform the functions of the job include: being attentive to detail;

meeting deadlines and schedules; adapting to changing work priorities; maintaining confidentiality; displaying

patience and a sense of humor; and working as part of a team; working with constant interruptions; adapting to

changing work priorities.

Responsibility

Responsibilities include: working under limited supervision following standardized practices and/or methods;

providing information and/or advising others; operating within a defined budget. Utilization of some resources from

other work units may be required to perform the job's functions. There is a continual opportunity to impact the

organization’s services.

Work Environment

The usual and customary methods of performing the job's functions require the following physical demands: some

lifting, carrying, pushing, and/or pulling, some stooping, kneeling, crouching, and/or crawling and significant fine

finger dexterity. Generally the job requires 34% sitting, 33% walking, and 33% standing. The job is performed under

conditions with some exposure to risk of injury and/or illness.

Experience: Job related experience is required.

Education: High school diploma or equivalent.

Equivalency: .

Required Testing: Certificates and Licenses

Pre-employment Proficiency Test

Continuing Educ. / Training: Clearances

IVP Fingerprint Clearance Card

Required, Measles/Rubella

Immunity/Vaccination, Valid form I-9

FLSA Status Approval Date Salary Grade

Non-Exempt 19

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