12 Months/260 Days; 8 hours per day
● Minimum High School Diploma,
Strong Technology Skills
Key Performance Responsibilities:
Daily Jobs
● Secretary to Superintendent
● Collaborate with the Treasurer and Assistant Treasurer
● Answer phone calls
● Unlock file cabinets
● Open mail and distribute accordingly
● Complete purchase orders
● Enter claims prior to Board Meetings
● File all Purchase Orders in Vendor File when completed
● Process purchase orders, accounts payable/receivable, and claims.
● Manage bills that have purchase order numbers
● Monitor corporation email
● Take mail to post office daily
● Complete background checks for volunteers, parents & patrons
● File documents when time allows
● Locate, copy and send out transcripts for past graduates, as they are requested
● Keep track of school building rental (all schools)
● Keep track of corporation building rental
● Type and send out letters to new Honor Society Members (March or April - annually)
● Collect accident reports
● File IDEM (Wastewater) monthly reports
● Update weather snow call lists when passwords or reporting instructions change
Hot Lunch Reports
● Prepare all hot lunch forms that will be included in the newsletter
● Work with free/reduced forms each new school year
● Review free/reduced applications in conjunction with the Food Director
● Complete free/reduced report online each October
● Collect monthly invoices for hot lunch from each school
● Make claims to pay each hot lunch vendor that provides an invoice (Monthly)
● Count summer hot lunch money as collected
● Collect kitchen inspections from county twice a year
Bus Duties
● Call for diesel fuel prices once a month
● Figure escalator/de-escalator payment or collection for bus routes (December & June)
● Figure new escalator/de-escalator amount every 4 years
● Update bus driver pay schedule (Annually)
● Keep track of bus driver insurance, physicals, bonds, etc.
● Prepare bus driver bids
● Bus driver contracts
● Keep track of substitute bus drivers (Jeff LeBeau does this also)
● Keep track of buses rented out by contracted bus drivers and invoice the bus driver
● Check bus drivers driving records with the State (annually)
● Check new employees, coaches, substitute teachers and support staff for driving records (In case they drive our vehicles)
Board Meeting
● Assist in preparation of School Board packet monthly
● Send attachments of the meeting to board members, administration, newspapers, staff, etc. online by email
● Attend board meetings monthly and take board minutes
● Attend Special and Work Session meetings to take minutes, if needed
● Type board minutes for board book and for media release
● Make reservations for board members to attend conferences, professional development, both flights and room as needed (Patrick Culp has done this also!)
● Update board member book annually
● Prepare list of board meeting dates, annually
● Type and send out letters for Students of the Month
● Update policy book, as needed
Newsletter
● Prepare newsletter (5 per year)
● Email and remind all staff as newsletter submission gets closer
● Collect all articles, pictures, activity calendars(Athletics) from staff
● Submit to printing company, once all articles are approved and proofed
● Type activity calendars
● Send calendars to newspapers, staff, and website
● Apply address stickers and postage to newsletters of parents who do not have internet service
● Update address labels throughout the year for families that move in or out for the newsletter
● Update address list after Kindergarten round-up each year for those who do not have internet
Leave Form Papers
● Remind the Superintendent of Field Trip forms that need to be approved at the School Board meetings
Employees
● Type and update staff directory
● Send copy of staff directory to three (3) County Treasurers (Bi-annually)
● Keep on file graduate work approval for teachers
● Type addendum for graduate work reimbursement
● Record experience for all certified and support Staff
● Correspondence with all staff for: (for example)
○ Graduation March
○ Retirement Dinners
○ Special Meetings
○ Grant Applications
○ Celebration Dinners
● Send out letters to rehire support staff
● Send out letters not to rehire
● Make arrangements for any staff retiring (annually), information letters to staff, and take care of collecting reservations
● Update and type service certificates for every 5 year intervals (annually)
● Update list of substitute certified teachers and substitute support staff
● Ensure substitute licenses are current
● Send out substitute teacher and support staff letters at the end of the school year
● Type support staff contracts as soon as wages are known (annually)
● End and Start Over Sick Leave Books for all staff (End of June-annually)
● Type up Certified Teachers Sick Leave Bank Forms, update as needed
● Do Count Staff for each school year
● Help promote the MASE Wellness every fall by passing information on to all insured employees with MASE
● Update Birthday list
● Send out Letters to Staff for the First Day of the School Year (Staff Meetings)
● Type Certificates for Certified Teachers for Professional Growth Points, when received
Students
● Purge transcripts as they come in at the end of the school year
Reports (Done online with the DOE)
● ADM (Do report after Shannon Kelly and each Secretary is complete with their report after count day)
● Support staff personnel (DOE-NE)
● Certified Employee/Certified Position Report (DOE-CE/CP) (Help Shannon with this report)
● Textbook reimbursement