Building Secretary

Position Details

POSITION: Building Secretary, Senior High School – North Campus

ABOUT OUR DISTRICT:

Holt Public Schools (HPS) is located in South Central Michigan in the Lansing metropolitan region. HPS is primarily located in Ingham County with portions of the district in Eaton County. HPS provides educational programs from Early Childhood through and beyond 12th grade including access to Early College programming and Career and Technical Education. Our current enrollment totals approximately 4,800 students which ranks the district within the top 75 school districts in Michigan based on enrollment. We employ approximately 800 employees, either directly or through third-party providers. Our student body is approximately 45% persons of color with significant ethnic diversity and representation from historically marginalized groups. The composition of our staff does not reflect the ethnic and racial make-up of our students and community, as such we are committed to hiring and supporting a more diverse workforce.

Holt Public Schools is committed to creating an environment in which every member of our community is seen, heard, valued, and welcomed. Diversity, equity, and inclusion are essential to this endeavor.

REQUIRED QUALIFICATIONS

High school graduate. Demonstrated word processing, bookkeeping, and computer skills. Knowledge of software packages used in the job or ability to learn new programs quickly. Ability to type 60 net wpm. Two years of general office experience, preferably in a school setting. Excellent and effective communication skills, both oral and written, organization and record management skills.

PERFORMANCE RESPONSIBILITIES

Maintains communications with students and parents and responds to their questions and concerns. Answers the telephone, collects various fees, recruits, and oversees volunteers, supports building behavior expectations of students in the office, and coordinates various activities. Performs a variety of word processing and other secretarial tasks for the Principal including correspondence, reports, manuals, bulletins, and other documents. Prepares materials and completes mailings which include opening school packets, progress reports, and other mailings. Coordinates the preparation and assists in the composition of handbooks, flyers, newsletters, and other documents. May independently, or with verbal direction, prepare correspondence to parents, students, and staff. Responsible for supporting, documenting, and maintaining accurate attendance for students. Responsible for welcome and supporting substitutes who are in the building. Monitors Red Rover for vacancies and working to fill them. Assists the Principals bookkeeper in tracking and monitoring general fund account deposits and expenditures and verifying budget reports. Processes purchase orders and check requests. Accounts for money for various items within the school. Prepares financial documents and records for audits. Maintains financial records of fundraisers and other events. Follows districts procedures for deposits. Utilizes a software package to maintain all student information and records including enrollments, class assignments, grade reporting, student permanent records and other documents. Processes all withdrawals and maintains CA 60 records. Maintains various records of the school office, including book inventories, student data base, immunization reports, and various other reports. Enters data to system for immunizations, student counts and other purposes. Assists High School Bookkeeper with various purchasing functions such as obtaining quotes on items, preparing purchase orders, receiving deliveries, distributing materials, and maintaining inventories. Oversees the maintenance of office equipment, including copiers, printers, and telephones, and serves as liaison with service vendors and repair people. Maintains medication log and supplies in the clinic. Distributes medication to students as authorized and maintains all related documentation. Assists with emergencies as needed. Monitors communication of procedures and protocols, distributes, and posts emergency signage and information. Maintains the school filing system including room reservations, grade books, forms, catalogs, and other materials. Coordinates and schedules meetings and conferences, including reserving and organizing meeting rooms, and serving as liaison with organizers, and assists in meeting their needs. Assists the Principal with scheduling of building use during the day: coordinates usage with the Facilities Office for after school activities. Monitors entry and exit from building, monitors the alarm system, and sets times for automatic opening and closing, and bell system. Schedules and prepares for events such as awards nights, graduation activities, North Campus Open House, and other events. Coordinates and supports Senior Activities and Graduation activities and responsibilities. Performs a variety of miscellaneous tasks related to the school environment, such as assisting the Principal, creating forms, helping with ongoing student recognition programs, and performing related support tasks. Monitors the emergency radio and assists with emergency protocols and documentation. Facilitates the organizing of senior exams for 2nd semester. This includes running attendance and grade reports, organizing spaces for exams, and developing a schedule for senior exams. Completes other duties as assigned by the supervisor.

JOB SUMMARY

Performs a variety of secretarial and other support functions to assist in the operation of the North Campus school office. Communicates information on school functions and activities to students, parents, school personnel and the public. Performs a variety of data collecting and record keeping tasks. Prepares and assists in composing a variety of documents. Provides secretarial support to the Principal and other staff. Performs functions unique to the assigned school, such as assisting in coordinating graduation activities at the North Campus.

PHYSICAL REQUIREMENTS

[This job requires the ability to perform the essential functions contained in this description. These include, but are not limited to, the following requirements. Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements]:

Ability to access all school locations. Ability to enter and retrieve information from a computer. Ability to lift and move books, boxes of paper, supplies, and other materials. Ability to access files and shelving areas, including bending, stooping, and reaching to various locations. Ability to climb stairs and ladders.

WORKING CONDITIONS

Works in office conditions Exposure to childhood illnesses and germs, vomit, and bodily fluids

EVALUATION

Performance of this job will be evaluated annually in accordance with provisions of the Board’s policy on Evaluation of Classified Personnel and Bargaining Agreement by the building principal.

TO APPLY:

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