ADMINSTRATION
302.9E1 - SUPERINTENDENT SECRETARY JOB DESCRIPTION
I. QUALIFICATIONS:
A. Effective oral and written skills.
B. Effective office organization and administration skills
C. Knowledge of state and federal laws and regulations governing public schools.
D. Knowledge of school accounting procedures and business management.
E. Knowledge and skill with office machines and computer software.
F. Ability to work effectively with groups to accomplish district goals.
II. REPORTS TO:
A. Superintendent of Schools
III. JOB GOAL:
A. Administrative/Secretarial Functions
1. Receives phone calls-keeps log.
2. Sorts and classifies daily mail.
3. Makes copies as needed.
4. Maintains records.
5. Enters transportation data in the computer.
6. Maintains employee application files.
7. Composes and prepares correspondence.
8. Maintains employee data base-telephone directory and physicals.
9. Maintains Materials Safety Data Sheets (MSDS) records.
10. Inventories and orders supplies as needed.
11. Assigns purchase order numbers and account numbers.
12. Processes open enrollment requests and maintains open enrollment records.
13. Assists superintendent with certified enrollment count.
14. Proofreads superintendent correspondence and reports.
15. Makes deposits to bank.
16. Mails or faxes purchase orders to venders.
17. Enters purchase order information in the fund accounting system.
18. Maintains petty cash fund for postage expense.
19. Issues staff activity passes.
20. Maintains book of students registered district-wide.
21. Schedules use of school-owned vehicles.
B. Activity Account Functions
1. Receipts money and credits to appropriate accounts.
2. Receives vouchers/invoices and writes checks for activity account expenditures.
3. Uses fund accounting system to enter transactions and reconcile accounts.
4. Prepares monthly financial report to the board.
5. Uses Excel spreadsheets to report monthly income expenses.
6. Prepares bank reconciliation of activity accounts.
7. Prepares periodic reports of fund balances to activity sponsors.
C. Food Service Functions
1. Receives vouchers/invoices.
2. Prepares vendor checks using fund accounting system.
3. Prepares monthly report to the board.
4. Completes monthly federal reimbursement paperwork.
5. Prepares annual lunch program reports.
6. Prepares bank reconciliation.
7. Completes year-end inventories from head cook and assigns dollar values to inventories.
8. Completes annual lunch program policy/guidelines.
9. Maintains records of free & reduced lunch applications and documents.
D. Transportation Functions
1. Handles bus communications by radio.
2. Reports maintenance problems to mechanics.
3. Receives drivers’ logs
4. Records bus maintenance costs and fuel wages.
5. Completes and submits annual transportation report.
6. Keeps track of bus driver licensure/physicals.
7. Assists drivers with leave forms.
8. Assists staff with transportation requests.
9. Keeps bus physical data including licenses, permits, titles, etc.
10. Keep bus records.
11. Assists with bus driver drug and alcohol testing as needed.
IV. PERFORMANCE RESPONSIBILITIES:
V. TERMS OF EMPLOYMENT:
A. Salary and work schedule as recommended by the superintendent to the board
VI. EVALUATION:
A. Evaluation of the superintendent’s secretary shall be done annually by the superintendent.