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JOB TITLE: Full Time Front Office Secretary
LENGTH OF EMPLOYMENT: 260 Days
CLASSIFICATION: Administrative Assistant to Building Administrator(s)
QUALIFICATION REQUIREMENTS: Maintain confidentiality; Ability to deal effectively and courteously with associates and the general public; Proficiency with organizational skills; Able to Highly motivated; Takes initiative
REPORTS TO: Building Administrator(s)
SUPERVISORY RESPONSIBILITIES: Oversee all aspects of enrollment/withdrawals and perform other miscellaneous work as requested by supervisor(s).
Job Goal: To establish and maintain high standards of professionalism within the operation of the elementary school office.
Essential Duties and Responsibilities:
Sapphire:
Maintains all aspects of Enrollments and withdrawals for K-5th Grade
Processes all Online Enrollments and communicates/assists with the process.
Processes Parent Portal applications and requests for student information changes throughout the year.
Phone support for parents with Sapphire questions.
Attends workshops offered by the Technology Department in relation to all systems utilized in performing the job duties mentioned
Budget:
Assists with PO’s as needed
Prepare Google shared documents for staff to record budget requests and send to Accounting when complete.
Essential Duties and Responsibilities:
Responsible for general office detail and organization
Responsible for data entry and preparing various school related documents
Answers office incoming phone calls
Maintains administrative calendars and sets appointments as needed
Greets and checks in all visitors through the security system.
Ensures visitors are properly signed in and wearing proper identification
Assists all visitors with various needs
Assists with maintaining storage rooms/inventory and distributes supplies to teachers
Maintains key distribution and record keeping
Update and help manage website/promote through social media
Work collaboratively with Pupil Services/Transportation
Communicate enrollments/withdrawals with appropriate staff.
Assist with state testing/planning with administrator(s)
Uploads report cards to Sapphire parent portals each Trimester.
End of day announcements/dismissal procedure on Intercom.
Performs any other duties as assigned by the building administrator(s)
Personnel:
Emails staff attendance information daily to all staff members
Communicates and secures substitute teachers (Personal Assistants, Teacher Assistants), as needed
Special Events:
Coordinates kindergarten registration (advertise, promote and process online enrollments) starting in January, with the building administrator(s)
Coordinates kindergarten preview night and orientation with the building administrator(s) and other secretaries.
Communicates with Lifetouch to coordinate picture day(s).
Coordinate kindergarten summer program with building administrators.
Attend kindergarten preview night, kindergarten orientation and back to school night for grades 1-5.
Assist Kindergarten teachers with all events/paperwork.
Computer Skills:
Knowledge of and proficient with Excel, Word, Google Applications, Sapphire
Social Media/Technology applications.
Terms of Employment: 248 days plus 12 paid holidays, hourly employee, 7 ½ hours/day plus a ½ hour unpaid lunch
Evaluation: Annual evaluation by the building administrator(s)
Approved by Littlestown Board of Education on ___________and effective to date.
Information is a part of this job description for compliance with the Americans with Disabilities Act (A.D.A.) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individual(s) currently holding this position and additional duties may be assigned.