Madison Local School District - Mansfield, Ohio
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OAPSE JOB DESCRIPTIONS - ADMINISTRATIVE SUPPORT

File: 205
Title: PAYROLL CLERK

Reports to: Treasurer

Job Objectives: Assists the treasurer with the accurate and timely processing of payrolls and benefits.

Minimum Qualifications:

  • High school diploma or equivalent and a satisfactory pre-employment skill test score.
  • Post-secondary training in accounting is desirable.
  • Meets all mandated health requirements at the time of hire.
  • A record free of criminal violations that would prohibit public school employment.
  • Complies with drug-free workplace rules and board policies.
  • Bookkeeping skills and the ability to compute mathematical data accurately.
  • Meets all prerequisite qualifications to be bonded.
  • Multitasking ability and strong diplomacy skills.
  • Proficient in office protocol and the use of information technology systems.
  • Proficient in data entry, spelling, proofreading, and the correct use of grammar.

Essential Functions: The following are typical work responsibilities.  A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

  • Performs clerical duties.  Takes the initiative to perform routine tasks independently.  Organizes and maintains functional computer and hard copy filing systems that ensures the safe retention and efficient retrieval of office records.
  • Upholds board policies and follows administrative procedures.
  • Promotes a professional image of the school district.  Supports community partnerships that enhance district programs and services.
  • Respects personal privacy.  Maintains the confidentiality of privileged information.
  • Answers the telephone.  Directs calls based on the nature of the inquiry.  Takes/delivers messages.  Manages calls efficiently to keep telephone lines open.
  • Maintains an office calendar.
  • Acknowledges visitors.  Determines the reason for their visit.  Answers questions.  Verifies appointments.  Directs visitors to the appropriate person or office.
  • Keeps current with program, policy, and procedure changes.
  • Uses tact and problem-solving techniques to address customer service concerns.
  • Refers inquiries requiring policy interpretation to administrative staff.
  • Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
  • Verifies the accuracy of database information as directed.
  • Composes and types routine correspondence, memos, notes, forms, etc.
  • Collects, compiles, edits, and types statistical data and reports as directed.
  • Uses photocopying and duplicating equipment to reproduce documents.  Fixes minor equipment malfunctions and contacts vendors to schedule repairs as needed.
  • Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
  • Types, duplicates, assembles, and processes routine and special mailings.
  • Prepares complete and systematic financial records as directed.  Assembles data for financial analysis/forecasting when requested.  Works cooperatively with auditors.
  • Prepares wage change notices.  Verifies that employees are placed on the correct salary schedule.  Maintains payroll deduction authorization forms.
  • Maintains medical, personal/family leave, and vacation records.
  • Verifies time sheets.  Calculates gross wages.  Processes the payroll.  Reconciles payroll records.  Distributes paychecks or deposit confirmations forms as directed.
  • Maintains payroll records for all monthly, quarterly, and annual reports.  Verifies the timely payment of payroll taxes and the completion of all required reports.
  • Prepares employee W-2 forms.
  • Prepares Ohio Bureau of Employment Services reports.
  • Prepares School Employees Retirement System and State Teachers Retirement System records and reports.  Processes retirement and end of employment forms.
  • Verifies employment for authorized inquiries (e.g., loan applications, etc.).
  • Keeps files and supplies properly stored to maintain an orderly office.
  • Periodically discards archived records as directed.  Follows the records retention and disposal schedule adopted by the board.
  • Takes precautions to ensure staff/student safety.  Reports concerns to an administrator.
  • Reports suspected child abuse and/or neglect to civil authorities as required by law.
  • Keeps current with advances in office technology.  Updates office procedures.
  • Places calls for maintenance and repair services as directed.
  • Cross-trains with other support staff as directed.  Offers assistance when needed.
  • Participates in staff meetings and professional growth opportunities as directed.
  • Accepts responsibility for personal conduct.
  • Maintains a professional appearance.  Wears work attire appropriate for the position.
  • Strives to develop rapport and serves as a positive role model for others.
  • Performs other specific job-related duties as directed.

Abilities Required: The following characteristics and physical skills are important for the successful performance of assigned duties.

  • Demonstrates professionalism and contributes to a positive work environment.
  • Performs prescribed activities efficiently with limited supervision.
  • Reacts productively to interruptions and changing conditions.
  • Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
  • Completes paperwork accurately.  Verifies and correctly enters data.
  • Maintains an acceptable attendance record and is punctual.

Working Conditions: Employees are expected to comply with health/safety laws and district policies/procedures. Workers should exercise good judgment and caution when involved in the following situations:

  • Duties that require lifting, carrying, and moving work-related supplies/equipment.
  • Duties that require operating and/or riding in a vehicle.
  • Duties that require traveling to meetings and work assignments.
  • Duties that require performing repetitive tasks quickly.
  • Duties that require prolonged use of a computer keyboard and monitor.
  • Duties that require bending, crouching, kneeling, reaching, and standing.
  • Duties that require working under time constraints to meet deadlines.
  • Exposure to adverse weather conditions and temperature extremes.
  • Exposure to blood-borne pathogens and communicable diseases.
  • Interaction with aggressive, disruptive, and/or unruly individuals.

Performance Evaluation: Job performance is evaluated according to the policy provisions adopted by the Madison Local School District Board of Education.

The Madison Local School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, gender, national origin, age, or disability.  This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.

 

File: 206
Title: RECEPTIONIST/TELEPHONE SYSTEM OPERATOR (HS)
Reports to: Assigned Supervisor

Job Objectives:  Operates the central telephone system.

Minimum Qualifications:

  • High school diploma or equivalent and a satisfactory pre-employment skill test score.
  • Post-secondary secretarial or office management training is desirable.
  • Meets all mandated health requirements at the time of hire.
  • A record free of criminal violations that would prohibit public school employment.
  • Complies with drug-free workplace rules and board policies.
  • Congenial telephone etiquette and experience operating a multi-line system.
  • Multitasking ability, customer-service focus, and attention to detail.
  • Proficient in office protocol and the use of information technology systems.
  • Proficient in data entry, spelling, proofreading, and the correct use of grammar.

Essential Functions: The following are typical work responsibilities.  A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

  • Performs clerical duties.  Takes the initiative to perform routine tasks independently.  Organizes and maintains functional computer and hard copy filing systems that ensures the safe retention and efficient retrieval of office records.
  • Upholds board policies and follows administrative procedures.
  • Promotes a professional image of the school district.  Supports community partnerships that enhance district programs and services.
  • Learns district administrator’s names, titles, and work schedules.
  • Monitors the sign-in/out register.
  • Respects personal privacy.  Maintains the confidentiality of privileged information.
  • Answers the telephone.  Directs calls based on the nature of the inquiry.  Takes/delivers messages.  Manages calls efficiently to keep telephone lines open.
  • Updates the telephone extension directory.
  • Trains relief operators to ensure dependable telephone coverage.
  • Maintains an office calendar.  Schedules appointments as directed.
  • Acknowledges visitors.  Determines the reason for their visit.  Answers questions.  Verifies appointments.  Directs visitors to the appropriate person or office.
  • Maintains an orderly reception area.  Keeps pamphlets/materials properly shelved.
  • Prepares message boards, displays, and bulletin boards as directed.
  • Keeps current with program, policy, and procedure changes.  Helps keep students, parents, and staff informed about relevant issues.
  • Uses tact and problem-solving techniques to address customer service concerns.
  • Refers inquiries requiring policy interpretation to administrative staff.
  • Helps communicate information about weather delays and program cancellations.
  • Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
  • Verifies the accuracy of database information as directed.
  • Composes and types routine correspondence, memos, notes, forms, etc.
  • Collects, compiles, edits, and types statistical data and reports as directed.
  • Uses photocopying and duplicating equipment to reproduce documents.  Fixes minor equipment malfunctions and contacts vendors to schedule repairs as needed.
  • Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
  • Processes mail and faxes (i.e., incoming, outgoing, and interoffice). 
  • Types, duplicates, assembles, and processes routine and special mailings.
  • Processes and maintains work permit files.
  • Verifies long distance calls and processes telephone billing statements.
  • Assists with committee assignments and/or special projects as directed.
  • Prepares purchase orders as directed.  Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.).
  • Monitors and reorders office supplies to maintain reliable service levels.
  • Maintains forms related to administrative procedures and program functions.
  • Keeps files and supplies properly stored to maintain an orderly office.
  • Periodically discards archived records as directed.  Follows the records retention and disposal schedule adopted by the board.
  • Takes precautions to ensure staff/student safety.  Reports concerns to an administrator.
  • Reports suspected child abuse and/or neglect to civil authorities as required by law.
  • Keeps current with advances in office technology.  Updates office procedures.
  • Places calls for maintenance and repair services as directed.
  • Cross-trains with other support staff as directed.  Offers assistance when needed.
  • Participates in staff meetings and professional growth opportunities as directed.
  • Accepts responsibility for personal conduct.
  • Maintains a professional appearance.  Wears work attire appropriate for the position.
  • Strives to develop rapport and serves as a positive role model for others.
  • Performs other specific job-related duties as directed.

Abilities Required: The following characteristics and physical skills are important for the successful performance of assigned duties.

  • Demonstrates professionalism and contributes to a positive work environment.
  • Performs prescribed activities efficiently with limited supervision.
  • Reacts productively to interruptions and changing conditions.
  • Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
  • Completes paperwork accurately.  Verifies and correctly enters data.
  • Maintains an acceptable attendance record and is punctual.

Working Conditions: Employees are expected to comply with health/safety laws and district policies/procedures. Workers should exercise good judgment and caution when involved in the following situations:

  • Duties that require lifting, carrying, and moving work-related supplies/equipment.
  • Duties that require operating and/or riding in a vehicle.
  • Duties that require traveling to meetings and work assignments.
  • Duties that require performing repetitive tasks quickly.
  • Duties that require prolonged use of a computer keyboard and monitor.
  • Duties that require bending, crouching, kneeling, reaching, and standing.
  • Duties that require working under time constraints to meet deadlines.
  • Exposure to adverse weather conditions and temperature extremes.
  • Exposure to blood-borne pathogens and communicable diseases.
  • Interaction with aggressive, disruptive, and/or unruly individuals.

Performance Evaluation: Job performance is evaluated according to the policy provisions adopted by the Madison Local School District Board of Education.

The Madison Local School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, gender, national origin, age, or disability.  This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.

 

File: 207
Title: SECRETARY
Reports to: Assigned Supervisor

Job Objectives: Provides secretarial duties necessary for the effective management of school or program operations.

Minimum Qualifications:

  • High school diploma or equivalent and a satisfactory pre-employment skill test score.
  • Post-secondary secretarial or office management training is required.
  • Meets all mandated health requirements at the time of hire.
  • A record free of criminal violations that would prohibit public school employment.
  • Complies with drug-free workplace rules and board policies.
  • Assignment may require successful completion of basic first aid and/or CPR training.
  • Bookkeeping skills and the ability to compute mathematical data accurately.
  • Congenial telephone etiquette and experience operating a multi-line system.
  • Multitasking ability and strong diplomacy skills.
  • Proficient in office protocol and the use of information technology systems.
  • Proficient in data entry, spelling, proofreading, and the correct use of grammar.
  • Proficient in the use of office and management information software.

Essential Functions: The following are typical work responsibilities.  A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

  • Performs secretarial duties.  Takes the initiative to perform routine tasks independently.  Organizes and maintains functional computer and hard copy filing systems that ensures the safe retention and efficient retrieval of office records.
  • Upholds board policies and follows administrative procedures.
  • Promotes a professional image of the school district.  Supports community partnerships that enhance district programs and services.
  • Respects personal privacy.  Maintains the confidentiality of privileged information.
  • Answers the telephone.  Directs calls based on the nature of the inquiry.  Takes/delivers messages.  Manages calls efficiently to keep telephone lines open.
  • Maintains an office calendar.  Schedules appointments as directed.
  • Acknowledges visitors.  Determines the reason for their visit.  Answers questions.  Verifies appointments.  Directs visitors to the appropriate person or office.
  • Prepares message boards, displays, and bulletin boards as directed.
  • Keeps current with program, policy, and procedure changes.  Helps keep students, parents, and/or staff informed about relevant issues.
  • Uses tact and problem-solving techniques to address customer service concerns.
  • Refers inquiries requiring policy interpretation to administrative staff.
  • Helps communicate information about weather delays and program cancellations.
  • Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).  Verifies the accuracy of database information as directed.
  • Helps coordinate assigned program activities (e.g., open houses, conferences, orientation programs, recognition activities, staff in-service training, etc.).
  • Renders basic first aid when a school nurse is not available.
  • Composes and types routine correspondence, memos, notes, forms, etc.
  • Collects, compiles, edits, and types statistical data and reports as directed.
  • Uses photocopying and duplicating equipment to reproduce documents.  Fixes minor equipment malfunctions and contacts vendors to schedule repairs as needed.
  • Maintains office records (e.g., petty cash, receipts, contributions, tuition payments, etc.).
  • Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
  • Types, duplicates, assembles, and processes routine and special mailings.
  • Helps gather information and types grant/foundation proposals as directed.
  • Assists with committee assignments and/or special projects as directed.
  • Assists with staff attendance records and books substitutes as directed.
  • Prepares purchase orders as directed.  Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.).
  • Monitors and reorders office supplies to maintain reliable service levels.
  • Maintains forms related to administrative procedures and/or program functions.
  • Keeps files and supplies properly stored to maintain an orderly office.
  • Periodically discards archived records as directed.  Follows the records retention and disposal schedule adopted by the board.
  • Takes precautions to ensure staff/student safety.  Reports concerns to an administrator.
  • Reports suspected child abuse and/or neglect to civil authorities as required by law.
  • Keeps current with advances in office technology.  Updates office procedures.
  • Places calls for maintenance and repair services as directed.
  • Cross-trains with other support staff as directed.  Offers assistance when needed.
  • Participates in staff meetings and professional growth opportunities as directed.
  • Accepts responsibility for personal conduct.
  • Maintains a professional appearance.  Wears work attire appropriate for the position.
  • Strives to develop rapport and serves as a positive role model for others.
  • Performs other specific job-related duties as directed.

Abilities Required: The following characteristics and physical skills are important for the successful performance of assigned duties.

  • Demonstrates professionalism and contributes to a positive work environment.
  • Performs prescribed activities efficiently with limited supervision.
  • Reacts productively to interruptions and changing conditions.
  • Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
  • Completes paperwork accurately.  Verifies and correctly enters data.
  • Maintains an acceptable attendance record and is punctual.

Working Conditions: Employees are expected to comply with health/safety laws and district policies/procedures. Workers should exercise good judgment and caution when involved in the following situations:

  • Duties that require lifting, carrying, and moving work-related supplies/equipment.
  • Duties that require operating and/or riding in a vehicle.
  • Duties that require traveling to meetings and work assignments.
  • Duties that require performing repetitive tasks quickly.
  • Duties that require prolonged use of a computer keyboard and monitor.
  • Duties that require bending, crouching, kneeling, reaching, and standing.
  • Duties that require working under time constraints to meet deadlines.
  • Exposure to adverse weather conditions and temperature extremes.
  • Exposure to blood-borne pathogens and communicable diseases.
  • Interaction with aggressive, disruptive, and/or unruly individuals.

Performance Evaluation: Job performance is evaluated according to the policy provisions adopted by the Madison Local School District Board of Education.

The Madison Local School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, gender, national origin, age, or disability.  This job description summary does not imply that these are the only duties to be performed.  This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.

 

File: 208
Title: ATHLETIC DEPARTMENT/ATTENDANCE SECRETARY
Reports to: Principal, Athletic Director, and Attendance Officer

Job Objectives:  Performs secretarial duties for the athletic department.  Prepares and maintains student attendance records.  Provides administrative support services necessary for the effective management of the athletic program and attendance activities.

Minimum Qualifications: High school diploma or equivalent and a satisfactory pre-employment skill test score.

  • Post-secondary secretarial or office management training is desirable.
  • Meets all mandated health requirements at the time of hire.
  • A record free of criminal violations that would prohibit public school employment.
  • Complies with drug-free workplace rules and board policies.
  • Bookkeeping skills and the ability to compute mathematical data accurately.
  • Congenial telephone etiquette.
  • Multitasking ability and strong diplomacy skills.
  • Proficient in office protocol and the use of information technology systems.
  • Proficient in data entry, spelling, proofreading, and the correct use of grammar.
  • Proficient in the use of computer software and maintenance of office records.

Essential Functions: The following are typical work responsibilities.  A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

  • Performs secretarial and administrative support duties.  Takes the initiative to perform routine tasks independently.  Organizes and maintains functional computer and hard copy filing systems that ensures the safe retention and efficient retrieval of records.
  • Upholds board policies and follows administrative procedures.
  • Promotes a professional image of the school district.  Supports community partnerships that enhance district programs and services.
  • Respects personal privacy.  Maintains the confidentiality of privileged information.
  • Answers the telephone.  Directs calls based on the nature of the inquiry.  Takes/delivers messages.  Manages calls efficiently to keep telephone lines open.
  • Maintains an office calendar.  Schedules appointments as directed.
  • Acknowledges visitors.  Determines the reason for their visit.  Answers questions.  Verifies appointments.  Directs visitors to the appropriate person or office.
  • Prepares message boards, displays, and bulletin boards as directed.
  • Keeps current with program, policy, and procedure changes.  Helps keep students, parents, and staff informed about relevant issues.
  • Uses tact and problem-solving techniques to address customer service concerns.
  • Refers inquiries requiring policy interpretation to administrative staff.
  • Helps communicate information about weather delays and program cancellations.
  • Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
  • Verifies the accuracy of database information as directed.
  • Composes and types routine correspondence, memos, notes, forms, etc.
  • Enters the athletic schedule into the computer.  Prints and distributes schedules.
  • Types team rosters.  Prepares grade-period eligibility reports.  Verifies attendance requirements.  Reports information to coaches.
  • Prepares a list of game officials and workers.  Schedules and confirms assignments.  Maintains records and processes time sheets.
  • Prepares information for the Ohio High School Athletic Association as directed.
  • Helps prepare game programs, brochures, public service announcements, etc.
  • Updates athletic handbooks.
  • Ensures that medical authorization forms are provided for all sports.
  • Helps coordinate athletic program activities (e.g., student/parent orientation sessions, recognition activities, staff in-service programs, etc.).
  • Helps arrange transportation and lodging for sanctioned activities away from home.
  • Maintains an inventory of ticket stock.  Helps with pre‑game ticket sales.
  • Prepares game reports.  Ensures that receipt and expense records are suitable for audits.  Prepares and makes bank deposits.
  • Maintains an assignment record for athletic department keys.
  • Helps maintain fixed asset records.  Updates athletic department inventories and prepares an end-of-year report.
  • Keeps attendance policy information updated.  Helps ensure that attendance policies and procedures are uniformly enforced.
  • Authenticates student requests to be dismissed during school hours.  Processes late arrivals.  Collects attendance forms.  Prepares absentee list.
  • Furnishes passes for students to re-enter class after absences and tardiness.
  • Calls parents or guardians when the school has not been notified about an absent student.  Mails written notification when contact cannot be established.
  • Prepares daily attendance records.  Keeps the principal and guidance staff informed about chronic absenteeism, tardiness, and truancy concerns.
  • Verifies student attendance information for report cards.
  • Collects, compiles, edits, and types statistical data and reports as directed.
  • Uses photocopying and duplicating equipment to reproduce documents.  Fixes minor equipment malfunctions and contacts vendors to schedule repairs as needed.
  • Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
  • Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
  • Types, duplicates, assembles, and processes routine and special mailings.
  • Helps gather information and types grant/foundation proposals as directed.
  • Assists with committee assignments and/or special projects as directed.
  • Prepares purchase orders as directed.  Maintains procurement information (e.g., transmittal letters, contracts, confirmations, warrants, price agreements, etc.).
  • Monitors and reorders office supplies to maintain reliable service levels.
  • Maintains forms related to administrative procedures and program functions.
  • Keeps files and supplies properly stored to maintain an orderly office.
  • Periodically discards archived records as directed.  Follows the records retention and disposal schedule adopted by the board.
  • Takes precautions to ensure staff/student safety.  Reports concerns to an administrator.
  • Reports suspected child abuse and/or neglect to civil authorities as required by law.
  • Keeps current with advances in office technology.  Updates office procedures.
  • Places calls for maintenance and repair services as directed.
  • Cross-trains with other support staff as directed.  Offers assistance when needed.
  • Participates in staff meetings and professional growth opportunities as directed.
  • Accepts responsibility for personal conduct.
  • Maintains a professional appearance.  Wears work attire appropriate for the position.
  • Strives to develop rapport and serves as a positive role model for others.
  • Performs other specific job-related duties as directed.

Abilities Required: The following characteristics and physical skills are important for the successful performance of assigned duties.

  • Demonstrates professionalism and contributes to a positive work environment.
  • Performs prescribed activities efficiently with limited supervision.
  • Reacts productively to interruptions and changing conditions.
  • Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
  • Completes paperwork accurately.  Verifies and correctly enters data.
  • Maintains an acceptable attendance record and is punctual.

Working Conditions: Employees are expected to comply with health/safety laws and district policies/procedures. Workers should exercise good judgment and caution when involved in the following situations:

  • Duties that require lifting, carrying, and moving work-related supplies/equipment.
  • Duties that require operating and/or riding in a vehicle.
  • Duties that require traveling to meetings and work assignments.
  • Duties that require performing repetitive tasks quickly.
  • Duties that require prolonged use of a computer keyboard and monitor.
  • Duties that require bending, crouching, kneeling, reaching, and standing.
  • Duties that require working under time constraints to meet deadlines.
  • Exposure to adverse weather conditions and temperature extremes.
  • Exposure to blood-borne pathogens and communicable diseases.
  • Interaction with aggressive, disruptive, and/or unruly individuals.

Performance Evaluation: Job performance is evaluated according to the policy provisions adopted by the Madison Local School District Board of Education.

The Madison Local School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, gender, national origin, age, or disability.  This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.

 

File: 209
Title: CENTRAL OFFICE SECRETARY
Reports to: Superintendent and Treasurer

Job Objectives: Provides secretarial duties necessary for the effective management of district operations.

Minimum Qualifications:

  • High school diploma or equivalent and a satisfactory pre-employment skill test score.
  • Post-secondary secretarial or office management training is desirable.
  • Meets all mandated health requirements at the time of hire.
  • A record free of criminal violations that would prohibit public school employment.
  • Complies with drug-free workplace rules and board policies.
  • Assignment may require successful completion of basic first aid and/or CPR training.
  • Bookkeeping skills and the ability to compute mathematical data accurately.
  • Congenial telephone etiquette and experience operating a multi-line system.
  • Multitasking ability and strong diplomacy skills.
  • Proficient in office protocol and the use of information technology systems.
  • Proficient in data entry, spelling, proofreading, and the correct use of grammar.
  • Proficient in the use of office and management information software.

Essential Functions: The following are typical work responsibilities.  A reasonable accommodation may be made to enable a qualified individual with a disability to perform essential functions.

  • Performs secretarial duties.  Takes the initiative to perform routine tasks independently.  Organizes and maintains functional computer and hard copy filing systems that ensures the safe retention and efficient retrieval of office records.
  • Processes health insurance enrollment, additions, terminations, coverage changes, and monthly invoices.  Files explanation of benefits forms.  Keeps each building supplied with insurance forms.  Processes COBRA insurance.
  • Upholds board policies and follows administrative procedures.
  • Promotes a professional image of the school district.  Supports community partnerships that enhance district programs and services.
  • Respects personal privacy.  Maintains the confidentiality of privileged information.
  • Acknowledges visitors.  Determines the reason for their visit.  Answers questions.  Verifies appointments.  Directs visitors to the appropriate person or office.
  • Prepares message boards, displays, and bulletin boards as directed.
  • Keeps current with program, policy, and procedure changes.  Helps keep students, parents, and staff informed about relevant issues.
  • Uses tact and problem-solving techniques to address customer service concerns.
  • Refers inquiries requiring policy interpretation to administrative staff.
  • Helps communicate information about weather delays and program cancellations.
  • Receives incoming calls.  Directs calls based on the nature of the inquiry.  Takes and delivers messages.  Manages calls efficiently to keep telephone lines open.
  • Records senior citizen luncheon reservations.
  • Makes appointments for the superintendent as directed.
  • Maintains building usage calendars.  Schedules activities.  Issues permits.  Collects and records rental payments.
  • Maintains a daily custodial payroll time report and required substitute records.
  • Secures substitutes for absent cleaning/custodial employees in all buildings.
  • Uses a computer to prepare and process information (e.g., input, compile, tabulate, post, store, retrieve, scan, modify, print, etc.).
  • Verifies the accuracy of database information as directed.
  • Helps coordinate assigned program activities (e.g., open houses, conferences, orientation programs, recognition activities, staff in-service training, etc.).
  • Composes and types routine correspondence, memos, notes, forms, etc.
  • Collects, compiles, edits, and types statistical data and reports as directed.
  • Uses photocopying and duplicating equipment to reproduce documents.  Fixes minor equipment malfunctions and contacts vendors to schedule repairs as needed.
  • Maintains office transaction records (e.g., petty cash, receipts, contributions, etc.).
  • Processes mail and faxes (i.e., incoming, outgoing, and interoffice).
  • Collects and processes student insurance forms.
  • Assists with business office activities (e.g., mailings, alphabetizing purchase orders, copying and transmitting telephone bills to each building, numbering, stamping, and copying special purchase orders, etc.).
  • Types, duplicates, assembles, and processes routine and special mailings.
  • Assists with committee assignments and/or special projects as directed.
  • Monitors and reorders central office supplies to maintain reliable service levels.
  • Maintains forms related to administrative procedures and/or program functions.
  • Keeps files and supplies properly stored to maintain an orderly office.
  • Periodically discards archived records as directed.  Follows the records retention and disposal schedule adopted by the board.
  • Takes precautions to ensure staff/student safety.  Reports concerns to an administrator.
  • Reports suspected child abuse and/or neglect to civil authorities as required by law.
  • Keeps current with advances in office technology.  Updates office procedures.
  • Places calls for maintenance and repair services as directed.
  • Cross-trains with other support staff as directed.  Offers assistance when needed.
  • Participates in staff meetings and professional growth opportunities as directed.
  • Accepts responsibility for personal conduct.
  • Maintains a professional appearance.  Wears work attire appropriate for the position.
  • Strives to develop rapport and serves as a positive role model for others.
  • Performs other specific job-related duties as directed.

Abilities Required: The following characteristics and physical skills are important for the successful performance of assigned duties.

  • Demonstrates professionalism and contributes to a positive work environment.
  • Performs prescribed activities efficiently with limited supervision.
  • Reacts productively to interruptions and changing conditions.
  • Effectively uses listening, observation, reading, verbal, nonverbal, and writing skills.
  • Completes paperwork accurately.  Verifies and correctly enters data.
  • Maintains an acceptable attendance record and is punctual.

Working Conditions: Employees are expected to comply with health/safety laws and district policies/procedures. Workers should exercise good judgment and caution when involved in the following situations:

  • Duties that require lifting, carrying, and moving work-related supplies/equipment.
  • Duties that require operating and/or riding in a vehicle.
  • Duties that require traveling to meetings and work assignments.
  • Duties that require performing repetitive tasks quickly.
  • Duties that require prolonged use of a computer keyboard and monitor.
  • Duties that require bending, crouching, kneeling, reaching, and standing.
  • Duties that require working under time constraints to meet deadlines.
  • Exposure to adverse weather conditions and temperature extremes.
  • Exposure to blood-borne pathogens and communicable diseases.
  • Interaction with aggressive, disruptive, and/or unruly individuals.

Performance Evaluation:  Job performance is evaluated according to the policy provisions adopted by the Madison Local School District Board of Education.

The Madison Local School District Board of Education is an equal opportunity employer offering employment without regard to race, color, religion, gender, national origin, age, or disability.  This job description is subject to change in response to funding variables, emerging technologies, improved operating procedures, productivity factors, and unforeseen events.