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Part-Time Secretary Assistant

SUMMARY

Under general supervision, performs a wide variety of detailed secretarial/clerical work handling daily work pressures, requiring constant concentration to a volume of work which must be completed within a limited period, including matters of a confidential nature. Serves as an assistant to an assigned administrator and performs related work as required.

 

DUTIES AND RESONSIBILITIES:

Essential duties of this position include the following. Employees in this position perform some or all the following tasks. Other duties may be assigned.

  1. Follows and maintains knowledge of all St. Anthony policy(ies) and procedures.

  2. Assists Principal and Head Secretary as requested and is required.

  3. Performs general office duties including answering multi-line phones, routing telephone calls or messages to appropriate staff, greeting the public, typing, proofreading, checking and recording information, filing, sorting and handling incoming and outgoing mail.

  4. Researches, creates, inputs, formats, organizes and edits relevant data as needed or requested and prepares in a usable format.

  5. Types a variety of materials from brief verbal or written instructions.

  6. Completes a high volume of computer work, using District computer programs, to input a high volume of data with speed and accuracy, including confidential data, in an environment with constant interruptions.

  7. Maintains a regular and up-to-date filing system.

  8. Works with various school and student reports including, but not limited to: attendance, transcripts, report cards, immunization records, schedules, honor roll, and registration.

  9. Assists in the annual forecasting process to ensure timely and accurate data, including developing and updating forecasting forms.

  10. Maintains, monitors, and troubleshoots student software database and attendance systems for accuracy.

  11. Communicates with students, parents, staff, community members and public officers regarding various school related issues.

  12. Maintains a schedule of appointments and makes arrangements for conferences, interviews and meetings.

  13. Composes and disseminates documentation to students, staff, parents, community and media.

  14. Completes Master Schedule to specification and updates and provides student schedules and class lists.

  15. Develops and meets established deadlines for reports and projects as required.

  16. Appropriately maintains and secures confidential records and inquiries.

  17. Professionally represents the school in interactions with parents, community, staff and students.

  18. Maintains appropriate certifications and training hours as required.

  19. Complies with applicable state, local and federal laws, rules and regulations.

20. Attends work regularly and is punctual.

MARGINAL DUTIES AND RESPONSIBILITIES

Marginal duties of this position include the following. Employees in this position perform some or all the following tasks. Other duties may be assigned.

  1. Attends staff meetings.

  2. Troubleshoots office machinery (copy, fax, postage meter etc.) coordinating maintenance and supply inventory.

  3. Reports issues to authorities as necessary, animal control, suspicious activity etc.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • Education and/or Experience: High school diploma or General Education Diploma (GED) and at least one year related experience in typing, general clerical training or equivalent combination of education and experience. Ability to accurately enter and retrieve computerized data. Prior successful experience working in a school or office setting strongly preferred.

  • Interpersonal Skills: Works well with others from diverse backgrounds. Focuses on solving conflict; maintaining confidentiality; listening to others without interrupting; keeping emotions under control; remaining open to others’ ideas and contributing to building a positive team spirit. Demonstrated ability to multi-task and successfully work with staff and students.

  • Language Skills: Ability to communicate fluently verbally and in writing in English. Ability to effectively present information and respond effectively to questions in one-on-one, small group situations to students and other school staff. Ability to verbally respond to common inquiries from students. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, procedure manuals and governmental regulations. Ability to write routine reports and correspondence.

  • Mathematical Skills: Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals.

  • Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, schedule or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.

  • Computer Skills: General knowledge of computer usage and ability to use, database software, internet software, e-mail, spreadsheets and word processing software. Ability to proficiently use the following programs strongly preferred: MS Word, Excel and Outlook. Ability to type accurately and proficiently.

  • Other Skills and Abilities: Ability to appropriately communicate with students, teachers, parents and members of the community. Ability to exercise good judgment and work in a dynamic environment.

Compensation

Type
Hourly
Notes

Additional Information

Start Date
2018-12-03
Location
St. Anthony - Milwaukee (F06)
Department
County
Milwaukee
Job Category
Schools - Office/Clerical
Employment Type
Part Time
Notes

To Apply

Instructions
http://bit.ly/2rWpjtR
Contact Name
Karla Barillas
Address
1727 S 9th St
Milwaukee, WI 53204
Phone
4143846612
Fax
414-384-6613

Download an application:

General Application
Application for Teachers and Principals

For general information, visit our
Human Resources/Personnel Services Office page or call 414-769-3422.

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The Archdiocese of Milwaukee

3501 South Lake Drive
PO Box 070912
Milwaukee, WI 53207-0912

Phone:  (414) 769-3300
Toll-Free: (800) 769-9373
Fax:  (414)  769-3408