Classified Job DescriptionsJD 8200

Secretary (Elementary)JD 8210

Overview: The Elementary Secretary performs a variety of office, administrative, and secretarial duties for the school with a focus on elementary students and the school board.

Reports To:Vice-Principal

Supervises:Volunteers or Instructional Aides (if any)

Essential Functions

  • Types letters, reports and memos.
  • Establishes and maintains files and systems for record keeping.
  • Uses various office machines including a personal computer and related software.
  • Greets office visitors, receives and initiates telephone calls, gives information anddirections; receives and dispatches messages.
  • Prepares reports.
  • Receives, opens and distributes mail.
  • Supervises students who have been sent to the office.
  • Administers minor first aid to students.
  • Communicates with parents, board, and staff in person, on phone, and email.
  • Models good Christian behavior.

Typical Responsibilities

A. Secretary (Elementary) alsofunctions as the Head of School’s secretary.

  1. Screens calls for the Head of School.
  2. Maintains and coordinates calendar for Head of School, making necessary appointments.
  3. Maintains reports for School Board meetings and contacts Board members as needed with meeting notices and reminders.
  4. Types and mails correspondence as directed by the administrators.
  5. In conjunction with the secondary secretary,coordinates yearly master calendar with staff (elementary, secondary, sports, music, administration, etc.) and support groups (ASB, PTF, Moms in Touch, etc.).
  6. Prepares purchase orders and orderstextbooks and supplies as approved by the Business Manager for elementary classes, janitorial, office and miscellaneous supplies.
  7. Picks up supplies ordered if necessary.
  8. Delivers outgoing mail/packages to the post office daily.
  9. Is knowledgeable regarding the PSP (homeschooling) program.
  10. Prepares for ACSI Convention in November as directed by the Head of School, including reservations, transportation, and correspondence.
  11. Forwards maintenance requests to the appropriate persons..
  12. In conjunction with Administration, regularly updates Board Policy Manual, Faculty Handbook, and Student/Parent Handbook.
  13. Works with PTF as needed (i.e. publicity, event planning, room reservations, etc.).

B.Elementary School Secretary:

  1. Prepares and maintains records of enrollment and attendance.
  2. Prepares and records registration of new and returning students. Schedules student assessment testing and family interviews. Prepares and mails acceptance letters to new families.
  3. Provides information to CCS parents, teachers, and other employees regarding school activities, policies, rules, and regulations in person, by phone and via email.
  4. Prepares a weekly email that is sent to all CCS families, staff and Board members that includes weekly reminders, activities, schedules and updates.
  5. Completes accident reports as needed.
  6. Types correspondences, notes, bulletins, and schedules.
  7. Assist with the operation and maintenance of the copiers.
  8. Administers first aid and student medications as needed and keeps records of all assistance given. Contacts parent(s) if students need to be picked up due to illness or injury.
  9. Opens, screens, and distributes mail.
  10. Receives and transmits messages for teachers, students, and school employees.
  11. With advance notice, provides clerical assistance to teachers, and PTF members when available.
  12. Provides secretarial help when needed for the After School Coordinator.
  13. Prepares and delivers via email or regular mail news releases, advertisements, etc.
  14. Reviews all kindergarten student records for uptodate immunizations and completes anonline report to the State of California annually.
  15. Checks all incoming first grade student records for Report of Health Examination formsrequired by the State and contacts parents if the form is not completed.
  16. Annually restocks staff first aid backpacks with fresh supplies and updated class rosters.
  17. Restocks First Aid drawer in office as needed.
  18. Educates students, staff, and parents on healthrelated topics as the need arises.
  19. Preparesfliers, diplomas and programs for Back-toSchool Night, Open House, Christmas Program, Kindergarten Promotion, 6th Grade Promotion and other events as needed. Orders supplies for these events as needed.
  20. Serves as receptionist.
  21. Assists bookkeeper as needed.
  22. Prepares agendas and calendar updates for staff meetings and attends all meetings for teachers and staff as requested by the Head of School.
  23. Preparesand mails student's cumulative records for release to other schools when requested.
  24. Mails report cards at the end of each semester.
  25. Makes or requests cumulative records for new students.
  26. Reminds staff and teachers of TB requirements as mandated by State of California and First Aid/CPR certification requirements as needed prior to the start of each school year.
  27. Maintains current Emergency Card File for all employees and students.
  28. Files records and documents as needed.
  29. Handles money for lunches, yearbooks, field trips, etc. Gives money received to bookkeeper daily.
  30. Assists faculty in the coordination of field trips for elementary classes as needed.
  31. Schedules weekly chapel speakers for all elementary chapel services. Makes reminder calls weekly to scheduled speakers. Schedules quarterly awards chapels, Mother’s Day and Grandparent’s Day Chapels.
  32. Coordinates and schedules judges for annual elementary speech meet.
  33. Assists faculty in the preparation of Parent/Teacher conference schedules and notification slips.
  34. Plans and promotes “fun days” throughout the school year (i.e. slipper day, western day, etc.).
  35. Oversees all room parents, including assigning room parent duties, preparing information packets, holding a room parent meeting at the start of the school year, and monthly reminders for Noon Time Treats and Staff Appreciation events.
  36. Registers CCS for ACSI activities at the beginning of the school year and helps facilitate ACSI event information to staff and families.
  37. Prepares and mails orientation packets during the summer for new and returning families.
  38. Coordinates the Operation Christmas Child ministry in the fall, including fliers to families, collection dates, and preparation and delivery of boxes to the collection center.
  39. Prepares quarterly and annual awards certificates for student achievement. Emails notifications to parents of students receiving awards in advance of Awards Chapels.

Skills

  1. Type 60 words per minute.
  2. Knowledge of word processing and use of Microsoft Office and email programs.
  3. Knowledge of copier touse, clean and repair as needed.
  4. Clerical working ability involving independent judgment, accuracy and speed.
  5. Business correspondence, correct spelling, punctuation, vocabulary and grammatical usage.
  6. Elementary bookkeeping methods.
  7. Ability to maintain records and files and to devise improvement as necessary.
  8. Ability to learn specific policies and procedures quickly and to apply them with good judgment in a variety of procedural matters without immediate supervision.
  9. Ability to supervise students and volunteers.
  10. Establish and maintain cooperative and effective working relationships with children, parents, and school employees.
  11. Hold or willing to get a current First Aid/CPR Certificate.

Qualifications

A.Experience

  1. Two years of clerical work involving general office duties.
  2. Desired: school secretarial experience

B.Education

  1. High school graduate with courses in typing, computer and office practice.
  2. Desired: Two or more years of college with major in English

C.Personal

  1. Required: Mature Christian.
  2. Must have a friendly and outgoing personality and be able to positively promote CCS to the community.

Physical Requirements and Working Conditions:

Activity / Occasionally
(<3 hours) / Frequently
(3 or more hours) / Constantly
(5 or more hours)
Standing / X
Sitting / X
Walking / X
Bending / X
Squatting / X
Kneeling / X
Climbing stairs / X
Repetitive hand movement / X
Reaching/Stretching / X
Lifting
0-10 lbs. / X
11-25 lbs. / X
26-50 lbs. / X
More than 50 lbs. / NA
  • Require vision (which may be corrected) to read small print.
  • Require the mobility to stand, stoop, reach and bend. Require mobility of arms to reach and dexterity of hands to grasp and manipulate small objects.
  • Require the ability to sit for long periods.
  • Require the ability to walk around campus and up/down stairs.
  • Perform lifting, pushing and/or pulling which does not exceed 25 pounds and is an infrequent aspect of the job.
  • Is subject to inside and rarely outside environmental conditions.
  • Mental acuity to perform the essential functions of this position.

Adopted:895, 1/24/2011,5/3/2011, 1/27/15, 7/13/2015