School Secretary - 211 days

Overview

Hamilton County Schools, located in Chattanooga, TN, is working to ensure that all students thrive and experience a future without limits.  We are committed to excellence for every student and are seeking outstanding leaders, teachers, support staff, and district employees who desire to make a difference in the lives of students

With nearly 75 schools, we are confident that you can find your place in Hamilton County. 

 

Learn more about working for Hamilton County Schools at careers.hcde.org and get to know us and our strategic plan, Opportunity 2030.

 

The purpose of this job is to perform secretarial/clerical work associated with processing various information and documentation relating to an assigned department.

 

East Brainerd Elementary

 

About Us: East Brainerd Elementary School, located in a vibrant community, is a large public school dedicated to providing exceptional education to a diverse student body of over 1200 students

Our school is known for its commitment to academic excellence, innovative teaching practices, and a nurturing environment that supports the holistic development of each child.

Student Demographics: At East Brainerd Elementary, we pride ourselves on our rich cultural and socio-economic diversity, which enriches the learning experience for our students and staff

Our student population reflects a wide range of backgrounds, contributing to a dynamic and inclusive school culture

We serve students from various ethnicities, languages, and economic backgrounds, fostering a global perspective and mutual respect among our young learners.

Why Teach at East Brainerd Elementary?

• Supportive Community: Join a team of dedicated educators and a supportive administration that values professional growth and collaboration.
• Innovative Curriculum: Be part of a school that embraces innovative teaching methods and integrates technology to enhance learning outcomes.
• Professional Development: Benefit from continuous professional development opportunities and resources to help you excel in your teaching career.
• State-of-the-Art Facilities: Teach in well-equipped classrooms and utilize our modern facilities, including advanced technology labs and a well-stocked library.
• Inclusive Environment: Contribute to a school environment that celebrates diversity and promotes inclusivity, ensuring every student feels valued and supported.
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For more information, please visit our website or our Facebook page.

• Acts in a professional, respectful, and welcoming manner at all times. 
• Creates a customer-focused climate and provides quality services and support to school and other stakeholders.
• Complies with applicable district, state, and federal codes, laws, rules, regulations, standards, policies and procedures. 
• Directs the work occurring within the school’s main office.
• Assists with activities pertaining to startup of the school year; conducts registration day for new students; prepares student packets for first day of school; prepares pre-registration forms/paperwork and assists with pre-registration/registration activities; distributes new books to teachers/students; provides other assistance as needed.
• Assists with activities pertaining to the closing of the school year.
• Processes a variety of documentation associated with departmental operations within designated timeframes and per established procedures.
• Provides secretarial support for school administrator(s) and staff members at assigned school; schedules meetings/appointments and maintains daily schedule for administrator(s); designs forms for departmental use; composes, types, edits, and proofreads correspondence; supervises work of office aides as assigned.
• Processes documentation pertaining to payroll/personnel activities; reviews and reconciles electronic and paper timesheets for accuracy, researches and alerts administrator(s) to discrepancies, and forwards to payroll for payment; maintains records of absences and available sick/vacation/personal days.
• Ensures accurate substitute sign-in and verifies that each substitute has a job number.  Monitors status of substitute teachers and/or assists in securing substitute teachers as needed.  
• Coordinates communications between administrator(s) and school staff, Central Office staff, parents, and outside individuals/organizations; assists staff with questions or problems; mediates with upset/irate parents; assists with problem resolution.
• Answers telephone calls and greets visitors in a timely fashion; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail; initiates and returns calls as necessary.
• Performs customer service functions; provides information/assistance regarding school programs, services, activities, procedures, forms, fees, or other issues; distributes forms/documentation; responds to routine questions/complaints and initiates problem resolution.
• Maintains and updates school calendar; schedules school meetings/activities; prepares and distributes calendars/schedules of school activities, events, and timeframes.
• Coordinates travel arrangements, accommodations, conference/seminar registrations, or other travel-related plans for school staff.
• Contacts police for assistance during a disturbance as directed by school administration or School Resource Officer; maintains open communications until resolution of incident.
• Receives and communicates school transportation changes with appropriate students and staff.  Manages student bus passes as appropriate.
• Assists in planning or coordinating various meetings; transcribes meeting minutes as needed; assembles packets and prepares packets for mailing; distributes meeting agendas, minutes, packets or other meeting materials; coordinates room/facility reservations, meeting room setup, food/beverages, or other details for various meetings/activities.
• Assists in organizing and/or conducting special projects, special activities, fundraisers, field trips, drills, or other events; organizes volunteer workers to assist with various school events; assists in coordinating various activities involving parents, students, teachers, and/or administrators.
• Processes documentation pertaining to purchasing activities; prepares and distributes purchase orders.
• Assists with graduation activities; prepares graduation lists; orders diplomas, caps, gowns, and diploma covers.
• Assists with bookkeeping functions; reconciles monies received with teacher collection logs; receipts money received for various fees/services; prepares bank deposits and forwards revenues as appropriate; writes checks as needed; maintains purchase order log; issues purchase orders.
• Generates work orders via computer; enters data pertaining to requested repair/maintenance work into computer; forwards work order requests electronically to appropriate personnel.
• Copies and distributes monthly calendars, newsletters; copies, assembles, and distributes teacher handbooks and student handbooks.
• Produces various reports for distribution to various individuals or submission to state/federal agencies.
• Monitors inventory of department equipment, forms, and supplies; maintains fixed asset inventory; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new/replacement supplies.
• Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; prepares outgoing mail for pickup; processes or assists in processing mass mailing projects.
• Maintains file system of various files/records; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents; prepares old files for storage.
• Communicates through the proper channels to keep supervisor and other appropriate personnel informed of impending problems or events of unusual nature.
• Follows established procedures to ensure assigned areas are safe.
• Works collaboratively with administrators, faculty, staff, and stakeholders.
• Attends work and arrives to work on time.