[Hiring] Head Secretary - Early Learning Center & Virtual Learning @West Valley School District #363

Role Description

The Head Secretary provides administrative support to the site administrator, conveying information regarding school functions and procedures, and supporting the broad array of services provided to students, families, and staff. This position also coordinates the work of other building secretaries.

Qualifications

• High school diploma or equivalent.
• Two years of secretarial, clerical, or business work experience preferred.
• Demonstrated ability to use sound judgment and complex problem-solving.
• Ability to collaborate and create a welcoming environment for all staff, students, families, and community members.
• Computer experience with knowledge of Microsoft Office and Google Suite.
• Possess excellent skills in spelling, grammar, punctuation, and written/oral communication.
• Demonstrated ability to work with minimum supervision in a busy office with many interruptions.
• A valid first aid card is required within 90 days of employment.
• Demonstrated ability to handle confidential information.
• Demonstrated record-keeping skills, working accurately with figures and using good organizational skills.
• Dependable with regular attendance and punctual arrival at work.

Requirements

• Greet and assist students, staff, parents, and visitors in the office.
• Answer the telephone, refer calls, take messages, and answer inquiries.
• Maintain the operation and efficiency of the office.
• Facilitate communication between the administration, students, parents, staff, and district.
• Prepare and coordinate school correspondence, including the monthly newsletters.
• Assist and cross-train with the Building Secretary.
• Facilitate student enrollment, transfers, and withdrawals from school, including processing records and updating the student management system.
• Oversee and maintain student attendance records, including attendance reporting.
• Schedule all safety drills and maintain safety records for the building.
• Maintain the school website, including a current activities schedule.
• Monitor and maintain the building substitute system, secure daily substitutes, signatures for sign-in sheets, process substitute paperwork, and orient substitutes to physical facilities and duties.
• Respond to first aid situations (cuts, bruises, broken bones, bleeding, etc.) in an appropriate manner, and document as appropriate.
• Dispense student medication and monitor students in the sick room.
• Maintain accurate student enrollment reports, including verification, printing, and submission of the monthly P223 report.
• Complete purchasing card reconciliation and maintain the building purchasing budget as directed.
• Oversee all transportation needs, issuing bus tags and making transportation changes as needed.
• Maintain class roster information in the student management system.
• Maintain appropriate inventory of office and teaching supplies, including orders and distribution.
• Coordinate student photography dates.
• Prepare correspondence as appropriate and requested, and maintain confidential records in a secure and confidential manner.
• Other related duties as assigned.

Benefits

• Healthcare Benefits - Employees who meet the eligibility criteria outlined in Chapter 182-31 WAC have access to medical, dental, vision, supplemental life, and supplemental disability insurance through the School Employee Benefit Board (SEBB).
• Retirement - All regular, non-substitute employees are enrolled in a state retirement plan through the Washington State Department of Retirement Systems (DRS).
• Sick Leave - All regular, non-substitute employees receive 12 sick leave days (prorated based on FTE) and paid time off. Substitute employees receive sick leave per RCW 49.46.210.
• Paid Time Off - All regular, non-substitute employees receive paid time off, including annual and/or vacation leave. Paid time off varies by position and work year. Refer to the applicable Collective Bargaining Agreement or salary schedule for details.
• Other Benefits - Classified employees receive 10-13 paid holidays (depending on position & work year). Refer to the applicable Collective Bargaining Agreement or salary schedule for details.
• Employees may be eligible for VEBA including monthly accrual and/or sick leave conversion. Benefits are position specific. Refer to the applicable Collective Bargaining Agreement or salary schedule for details.