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OFFICE OF HUMAN RESOURCES AND DEVELOPMENT → CLASSIFICATION → SCHOOL SECRETARY I

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School Secretary I

MONTGOMERY COUNTY PUBLIC SCHOOLS CLASS DESCRIPTION
OFFICIAL TITLE: School Sec I 10 Mo CODE: 4210 SQ/OQ: Senior Qualified
WORKING TITLE: School Secretary I GRADE: 12 MONTHS: 10
SUMMARY DESCRIPTION OF CLASSIFICATION: Under general supervision, performs general office work in a school. The work of the class consists of varied general office duties involving skilled operation of office equipment, standard office procedures and responsible contacts with students, parents and others. Workers maintain and report attendance, type reports, answer phones and take messages, photocopy and assemble materials, and maintain files. The work requires prior office clerical experience and the ability to acquire word processing skills. Fully experienced workers use initiative and independent judgment to follow through on matters to see that assigned tasks and activities are completed.
MINIMUM QUALIFICATION STANDARDS
KNOWLEDGE, SKILLS, AND ABILITIES: Working knowledge of business English, spelling, and arithmetic. Working knowledge of modern office practices and procedures. Ability to make minor decisions in accordance with established policies and procedures and to apply these to work problems. Ability to maintain clerical records and prepare routine reports from such records. Ability to maintain good relationships with the general public. Ability to communicate effectively with staff, parents, students, members of the community and others. Skill in the operation of a typewriter, and of a computer terminal to perform word-processing or data system tasks. Excellent human relations skills. Computer skills including word processing and database required, and experience with existing MCPS databases including: OASIS, OSS, SIMS, etc.. Knowledge of and the ability to meet the seven core competencies of the Supporting Services Professional Growth System (SSPGS).
EDUCATION, TRAINING, AND EXPERIENCE: High School or GED diploma required. One year experience in performing responsible clerical and secretarial work in a busy office environment. Other combinations of education, training, and experience which provide the knowledge, abilities, and skills necessary to perform effectively in the position may be considered.
CERTIFICATE AND LICENSE REQUIREMENTS: None
PHYSICAL DEMANDS: (Special requirements such as lifting heavy objects and frequent climbing.) Designated positions may require the sustained operation of keyboard devices.
SPECIAL REQUIREMENTS: (Frequent overtime or night work required, etc.)
OVERTIME ELIGIBLE: Yes

EXAMPLES OF DUTIES AND RESPONSIBILITIES:

(The job duties listed are typical examples of the work performed by this job classification. Not all duties assigned are included, nor are all duties listed performed in every office.)

Performs various general office duties involving skilled operation of office equipment, standard office procedures. Initial point of contact with students, community, visitors, parents, staff, and others.
Maintains and reports attendance, type's reports, answers phones and takes messages, screens calls, resolves problems, photocopies and assembles materials, and maintains files.
Enrolls new students and requests records from previous schools.
Keeps student record files up-to-date.
Withdraws students' records and forwards to new schools.
Assists teachers and students in requests for information or supplies.
Act as attendance secretary.
Coordinate and facilitate the kindergarten orientation
Keeps up-to-date office records of all students on class lists, card files and attendance reports.
Performs a variety of tasks using the OASIS database.
Makes telephone calls to parents concerning student related matters, for teachers and principals to at their request.
Provides back-up for the health room and gives first aid to students and reports incident to guardian.
Back up to Administrative Secretary
Operates and maintains all office equipment.
Receives, sorts and distributes US mail and pony.
Provides back-up for money collection duties.
Helps distribute supplies.
Maintains files for newsletter, memorandums, bulletins, etc.
Acts as school receptionist and greets the public by telephone as well as in person.
Serves as clerical assistant to one or more administrators and staff.
Operates standard duplicating machines in connection with the publication and distribution of a variety of typed materials. Coordinates substitute teacher activity for school.
Acts as back-up to Admin Sec for coordinating substitute activity
Informs substitute teacher in school procedures and transmits lesson plans and instructional materials.
Assists in administrative duties required to schedule a field trip, submit STAR reports, and request interpreting services as needed.
May oversee school financial matters involving student activities, such as sale of athletic event tickets, photographs, and trip tickets.
Monitors and provides schedule for teachers to cover indoor/outdoor recess.
May serve as a member and record keeper for the On-site Emergency Team (OSET) by providing support to administrators or designee in charge during all types of school emergencies, and maintaining updated parent/student reunification information.
Schedules interviews, produce letters and invitations for IEP, pulls all files, create agendas.
Distributes, collects and reconcile all FARMS forms and emergency contact sheets annually.
Maintains updated confidential information that pertains to custody and/or visitation agreements/requirements and shares necessary information with administration and identified staff.
Make report card corrections for parent/student and update database to reflect new grade.
May provide assistance for PTA directory.
Perform related duties as required.

Class Established: 7/1965
Date(s) Revised: 1/70, 4/83, 11/89, 7/92, 7/93, 8/93, 5/97, 10/2007, 8/11
Last Reviewed: 9/2017

This description may be changed at any time.