Secretary - 260 days

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.

• 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. 
• Produces various reports for distribution to various individuals or submission to state/federal agencies.
• Types, composes, prepares, or completes various forms, reports, correspondence, lists, schedules, calendars, monthly/annual reports, activity reports, student records, identification cards, assignments, sign-in sheets, timesheets, mileage/expense vouchers, payment vouchers, stipend sheets, travel vouchers, purchase requisitions, grant performance reports, budget documents, attendance/participation records, agendas, survey summaries, instructional materials, flyers, brochures, newsletters, charts, tables, manuals, spreadsheets, presentations, or other documents.
• Processes a variety of documentation associated with departmental operations within designated timeframes and per established procedures.
• Provides secretarial/clerical support for departmental staff. 
• Coordinates communications between departmental staff, Central Office, parents, and outside individuals or organizations; assists staff with questions or problems; 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 departmental programs, services, activities, procedures, forms, fees, or other issues; distributes forms/documentation; responds to routine questions/complaints and initiates problem resolution.
• Assists in planning or coordinating various meetings, presentations, training sessions, or staff development programs; transcribes meeting minutes as needed; assembles packets and prepares packets for mailing; copies, enlarges, binds, and laminates materials; checks materials in/out of department; 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. 
• Generates work orders via computer; enters data pertaining to requested repair/maintenance work into computer; forwards work order requests electronically to appropriate personnel.
• 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 for ensuring assigned areas are safe.
• Maintains confidentiality.
• Works collaboratively with all stakeholders.
• Attends work and arrives to work on time.
• Adheres to the Teacher Code of Ethics as defined by Tennessee Law.
• Complies with accounting and financial policies and procedures involving the handling of money and property, as well as other Board policies. 
• Performs basic maintenance of computer system and office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed; provides technical assistance/support for use of department computers, copy machines, facsimile machine, or other equipment; provides monthly counts of copy volume to vendor.
• Uses computers and other technology to enter and access information related to essential job functions.
• May operate a motor vehicle to conduct various work activities.
• Performs other duties as assigned.

Knowledge/Education/Experience:

High school diploma or GED required; one (1) year previous experience and/or training that includes secretarial work, office administration (preferably in a school environment), basic bookkeeping, customer service, and personal computer operations preferred; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid Tennessee Appointment of Notary Public certification. May require possession and maintenance of valid Tennessee driver’s license.

Skills/Qualifications:

• Demonstrates excellent verbal and written communication skills to deal effectively with all stakeholders. 
• Demonstrates the ability to effectively prioritize and manage multiple tasks.
• Demonstrates the ability to use technology to perform essential functions of job.

Compensation:
Salary is based on a combination of relevant education and experience.
Grade D
Salary Scale