Job Description

Classified Position - 7779

2025-2026 school year

Salary

Category 3 per Salary Schedule

Days

TBD

Reports to:

School Principal

SCOPE OF RESPONSIBILITIES

Organize, coordinate, schedule and perform office functions at a large middle school; serve as secretary to the Principal and coordinate communications between administrators, District and site personnel, parents, students and the general public; train and provide work direction to clerical personnel and others as assigned

DISTINGUISHING CHARACTERISTICS

• Perform a variety of clerical and secretarial duties in a large middle school with a larger number of faculty, student body enrollment and educational programs
• Perform a variety of clerical and secretarial duties in a small to medium-sized school

REPRESENTATIVE DUTIES/ESSENTIAL FUNCTIONS

• Organize, coordinate, schedule and perform a wide variety of clerical and other office functions and activities related to the administration of diverse programs and operations at a large middle school; prioritize and schedule duties and assignments to assure efficiency and effectiveness and meet established time lines

• Serve as secretary and provide administrative assistance to the Principal; make, schedule and arrange appointments, meetings and conferences; independently compose letters, memoranda and bulletins as directed; take and transcribe dictation as required

• Organize budget and financial material to maintain accurate fiscal records; record expenditures and transfer funds as appropriate; assist in the preparation of annual budgets and other annual reports

• Coordinate the Principal's office, acting as receptionist, and contact and reference source for staff, students, parents and the public; perform public relations and communications services for the Principal

• Provide information over the phone or in personal contacts with parents, students or school personnel as appropriate; route calls to appropriate personnel as necessary; coordinate and maintain the school calendar of events

• Train and provide work direction to clerical personnel, students and others as assigned

• Type from rough drafts or verbal instructions a variety of materials such as master schedules, letters, memorandums, requisitions, lists, bulletins, reports and statistical data

• Collect and account for money collected in conjunction with student body funds, last lost or damaged books and other school activities; account for and maintain the cash fund as assigned; prepare student body financial report

• Process the certificated and classified payroll including the completion and submission of time sheets to the supervisor and District Office; maintain accurate records with respect to personnel; assist substitute teachers and classified personnel by providing them with keys and materials; secure period substitutes (as required) and prepare substitute time sheets

• Initiate office and general school supply purchase orders; receive, store and distribute supplies and office materials; maintain materials and equipment inventory; maintain department purchase orders

• Perform a wide variety of problem-solving tasks in support of certified, classified and management personnel

• Operate a variety of office machines such as copiers, calculator and computer equipment

• Utilize a copy machine for forms, certificates, passes, slips and a variety of other items

• Perform First Aid according to established guidelines and procedures

• Comply with medication administration protocol designated by Hopkins County Health Department and HB 126

• Maintain regular and predictable attendance

• Adhere to the professional code of ethics

• Successfully utilize technology as appropriate in job function

• Perform related duties as assigned

KNOWLEDGE AND ABILITIES

KNOWLEDGE OF:

• School office terminology, practices and procedures
• Modern office practices, procedures and equipment
• Financial and statistical record-keeping techniques
• Receptionist and telephone techniques and etiquette
• Letter and report writing skills
• Health and safety regulations
• Correct English usage, grammar, spelling, punctuation and vocabulary
• Oral and written communication skills
• Applicable sections of Kentucky Administrative Regulations and other applicable laws
• Interpersonal skills using tact, patience and courtesy
• District organization, operations, policies and objectives
• First Aid practices

ABILITY TO:

• Perform office, secretarial and clerical work to assist the Principal with a variety of administrative tasks
• Learn, interpret, apply and explain school and District policies, rules and objectives
• Understand and perform duties within scope of authority
• Establish and implement revised office procedures as needed and according to established guidelines
• Understand and interpret rules and written direction and apply to specific situations
• Compose correspondence independently
• Perform duties effectively with many demands on time and constant interruptions
• Type at an acceptable rate of speed
• Establish and maintain effective working relationships with others
• Operate a variety of office machines including computer equipment
• Meet schedules and time lines
• Plan and organize work
• Train and provide work direction to others
• Maintain records and prepare reports
• Work confidentially with discretion
• Add, subtract, multiply and divide quickly and accurately
• Communicate effectively both orally and in writing
• Understand and follow oral and written directions
• Work independently with little direction

MINIMUM QUALIFICATIONS

• Any combination equivalent to: high school diploma, G.E.D. Certificate or demonstrated progress toward obtaining a G.E.D. as required by Kentucky law. Must pass the Para Educator test in accordance with state regulations or have 48 accredited college hours.

• Three years of varied and increasingly responsible clerical or secretarial experience

DESIRABLE QUALIFICATIONS

• Knowledge/experience with student information system (for attendance secretary) or financial software (for financial secretary)

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