Cohort Secretary Student Services at Metropolitan… · Warren…

JOB TITLE: WCHS Cohort Secretary

FLSA CLASSIFICATION: Non-exempt, hourly employee.

WORK DAYS: 200 days (including paid holidays).

STANDARD HOURS PER DAY: The standard hours for the WCHS Cohort School Secretary are 7.5 hours per day depending on the assignment.

WORK YEAR: The WCHS Cohort Secretary is generally employed for a school year of at least 200 days (including paid holidays).

SALARY SCHEDULE & BENEFITS: The WCHS Cohort Secretary is paid on the "Secretaries" salary schedule, and is eligible for benefits on the "Support Staff" benefits schedule if hired for at least 90 consecutive days. Level 4, starting hourly rate $15.57 per hour.

REPORTS TO: The WCHS Cohort Secretary reports to the Principal or other designated building administrator.

SUPERVISES: The WCHS Cohort Secretary does not supervise employee(s).

GENERAL SUMMARY OF DUTIES:

Under direct supervision, the WCHS Cohort Secretary performs clerical duties that may be associated with processing attendance, teacher referrals, filling out forms, answering the phone, communicating with families, and database input. The Cohort Secretary performs these duties under guidance and completes related tasks as directed by supervisors.

ESSENTIAL FUNCTIONS:

1. Administrative Support:
   1. Providing a high level of administrative assistance to Cohort Deans and Administration such as managing calendars, scheduling appointments, and handling correspondence.
   2. Maintaining a professional office environment when interacting with students, staff, families, and other community members.
2. Record Keeping: Maintaining accurate records and files related to student discipline, attendance, and other administrative matters.
3. Communication:
   1. Performs customer service duties; greeting visitors and students; and provides information and other forms of assistance.
   2. Handling incoming calls, emails, and inquiries, and communicating information effectively to students, parents, teachers, and staff.
4. Confidentiality: Handling sensitive information with discretion and maintaining confidentiality in all aspects of the role.
5. Student Records:
   1. Processes daily attendance for cohorts and follows procedures for ensuring attendance protocols are followed.
   2. Supports the processing of student referral information, including creation of letters and evidentiary documents.
6. Data Management: Inputting and maintaining data in school databases or management systems, including student attendance, records and assessments.
7. Collaboration: Collaborating with other school staff members and departments to ensure smooth operations and effective communication.
8. Problem Solving: Addressing routine issues independently and escalating complex matters to the assistant principal or relevant authorities.
9. Professional Learning and Skills:
   1. Responsible for participating in all District required training and ensures skill level is proficient using technologies and platforms needed to be successful in their role.
   2. Utilizes District provided Google Suites (ie. email, calendar, drive, documents, spreadsheet), student information systems, and communication platforms effectively and efficiently.
10. Accuracy and Timeliness: Ensures that all job responsibilities are maintained and completed accurately and all deadlines are met.

NON-ESSENTIAL FUNCTIONS:

While the following tasks are necessary for the work of the unit, they are not an essential part of the purpose of this position and may also be performed by other unit members.

1. Performs related duties as directed.

ENTRY-LEVEL REQUIREMENTS:

1. EDUCATION/TRAINING: High school diploma or GED is required;

2. EXPERIENCE: This is an entry level clerical/secretarial position that requireslittle or no previous experience or training except the knowledge, skills and abilities to perform the essential job functions.

3. CERTIFICATIONS &/OR LICENSES: None required.

4. OTHER: Ability to perform the essential functions, meet the performance aptitudes, and fulfill the physical/sensory/environmental requirements of the job (with or without reasonable accommodations) is required.

PERFORMANCE APTITUDES:

1. Data Utilization: Requires the ability to compile, assemble, copy, record and/or transcribe data and/or information according to a prescribed schema or plan. Includes judging whether readily observable functional, structural or compositional characteristics are similar to or divergent from prescribed standards, procedures or routines.
2. Human Interaction: Requires the ability to exchange information for the purpose of obtaining information or clarifying details. Performs such within well-established policies, procedures and standards.
3. Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
4. Verbal Aptitude: Requires the ability to utilize a variety of reference data and information.
5. Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division.
6. Functional Reasoning: Requires ability to carry out detailed but uninvolved written or oral instructions. Involves routine work according to clearly prescribed standard practices, with some latitude for independent judgment.
7. Situational Reasoning: Requires the ability to exercise the judgment required in situations characterized by repetitive or short cycle operations covered by set procedures or sequences.

PHYSICAL REQUIREMENTS: Tasks involve the regular and, at times, sustained performance of moderately physically demanding work, typically involving some combination of climbing and balancing, stooping, kneeling, crouching, and crawling, and that may involve the lifting, carrying, pushing, and/or pulling of moderately heavy objects and materials (20-50 pounds). Tasks also involve being able to move about the campus in order to assist in office areas and spaces outside of their normal location.

SENSORY REQUIREMENTS: Tasks involve reading and interpreting written documents, memos, emails, forms and reports. Viewing computer screens for extended periods of time to input data, manage calendars, and perform administrative tasks. Tasks also involve listening attentively, accurately relaying information, responding promptly to instructions and inquiries from students, parents, teachers, and staff. Use of fine motor skills for writing legibly and accurately, typing on keyboards, operate office equipment (ie. copiers and printers), and handling paperwork/files. Tasks require that staff members be able to muti-task, provide attention to detail, respond calmly and professionally to unexpected situations or interruptions and maintain composure and professionalism during potentially stressful interactions and situations.

ENVIRONMENTAL FACTORS: Tasks are regularly performed without exposure to adverse environmental conditions, such as dirt, dust, pollen, odors, wetness, humidity, rain, fumes, temperature and noise extremes, machinery, vibrations, electric currents, traffic hazards, animals/wildlife, toxic/poisonous agents, violence, disease, or pathogenic substances.