KANSAS CITY MISSOURI SCHOOL DISTRICT

School Secretary Secondary Lead 

Job Title: School Secretary Secondary Lead  INTERNAL APPLICANTS ONLY

Job Title Code:    02043 

Salary Grade:      A614   $22.95 - $33.90

Department:         Instruction

Reports To:          Principal or designee

FLSA Status:        Non-exempt

Date Prepared:    March 25, 2021                                       

PURPOSE OF JOB: The job of the Secondary Secretary Lead is established for the purpose(s) of assuring the smooth and efficient operation of School Secretaries so that the District has maximum positive impact on the Parents and students. Serves as an adviser to Admission and Enrollment Director for the purpose of interpreting and conveying appropriate required for District operations. As well to contribute to the efficient operation of the school office. School office functions include communications, maintenance and/or input for student attendance/ academic performance and school staff time/attendance records. Provides general secretarial/clerical support and is expected to conform to the highest standards of professionalism.

ESSENTIAL DUTIES AND RESPONSIBILITIES: include the following. A school secretary may be assigned any of the duties listed in this job description; other duties may be assigned.

1. Assists in ensuring a productive and smoothly run office which provides excellent customer service and responsiveness to all persons who access that office.
2. Serves as receptionist to all persons entering the main office and/or attendance areas.
3. Exercises discretion in handling public contacts.
4. Receives and tabulates daily attendance, maintains student attendance records and contacts parents of absentees.
5. Explains attendance policies and procedures and manages processing of absence and tardy notices.
6. Partners with Truancy personnel regarding student attendance and parent contact.
7. Assists parents seeking homework assignments for their children who have been absent.
8. Maintains student transfer requests and withdrawal approval file.
9. Accurately enrolls and withdraws students on a daily basis. Enters student’s name, address and other changes to the student data system.
10. Maintains, formulates, updates and requests pupil records. Requests and enters transcripts and testing results.
11. Maintains time and attendance records for school personnel and enters this information into Payroll System.
12. Handles telephone calls, relays messages, makes appointments and appropriately responds to inquiries.
13. Maintains a schedule of required Kansas City Public Schools and governmental attendance reports and prepares these reports for principal’s signature.
14. Schedules student and staff conferences with the principal and/or assistant principal.
15. Maintains an efficient filing system for the building and student records.
16. Types correspondence, reports, manuals, notices, files vouchers and other forms as assigned.
17. Reads and routes incoming mail, including faculty and staff mail slots. Locates and attaches appropriate documents to correspondence to be answered by school staff.
18. Stuffs envelopes by hand or with envelope stuffing machine. Stamps, sorts and distributes mail and runs errands. Addresses envelopes or packages for mailing.
19. Assures that the school maintains the proper levels of office supplies.
20. Assigns and orients substitute teachers upon arrival in the building
21. Prepares correspondence and memos from rough drafts. Performs clerical work for school counselors. 22. Collects and compiles information to prepare periodic reports.
22. Possesses working knowledge of master scheduling and assists those who are responsible for its development.
23. Attends meetings as required.

LEAD RESPONSIBILITIES:

1. Communicate with school Secretaries on issues and activities relative to the effective and efficient operation of student’s registration, attendance and data entry in student information system.
2. Presents information on administrative procedures, services, regulations, etc. for the purpose of training and certifying, schools Secretaries to ensure compile with District, state and federal laws.
3. Research assigned topics (e.g. current practices, policies, education codes, etc.) for the purpose of providing information that address school operations.
4. Responds to inquiries from a variety of internal and external parties (e.g. district staff, other schools, government agencies, general public, students, etc.) for the purpose of providing information and facilitating communication among parties and/or providing direction.
5. Identifies Secretaries development and training needs and ensures that training is obtained.
6. Reviews and interprets work instructions and guidelines; then, informs Secretaries of necessary and/or appropriate changes.
7. Relays Admission and Enrollment Director assignments to Secretaries and follows up on progress made as assigned
8. Ensures open communication and collaboration with Admissions Office representatives and the School Secretaries.
9. Communicates potential processing issues or concerns to the Admissions and Enrollment Coordinator that may impact enrollment.
10. Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the school Secretaries.
11. Participates in bi-weekly meet with the Admissions and Enrollment Director to review, reconcile and resolve discrepancies with application/enrollment data. Helps identify and address any processing issues and makes suggestions for process improvements.
12. Attends department and/or in-service meetings for the purpose of conveying and/or gathering information required to perform functions.
13. Other duties as assigned.

SUPERVISORY RESPONSIBILITIES:  None

MINIMUM QUALIFICATIONS:

• High school diploma or GED certificate.
• Accurately type a minimum of 40 wpm.
• 80% proficiency on written clerical skills assessment.
• Proficiency with Microsoft Office applications (spreadsheet, word processing, Power Point)
• Two (2) years prior clerical/secretarial experience
• One (1) year experience with any HRIS
• Must be a current KCPS employee 

PREFERRED QUALIFICATIONS:

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

This job requires that the employee be able to: sit, stand, walk, speak, hear, use hands, fingers, and reach with hands and fingers; bend, stoop, and lift objects of at least ten pounds.

TERMS OF EMPLOYMENT:

Length of work year:  Depending on the school budget this description may be assigned to: 12 month (261 days)

Benefits:  Health and Dental Insurance are provided. KCPS Defined Benefit Pension plan – mandatory 9% contribution is required from employee and matched by KCPS; Voluntary retirement savings plans are also available.