Clerical workers and secretaries, as the term is used here means all stenographers, typists, secretaries, and other such workers in the school offices who are employed on a regular basis by the Ironton City Board of Education. The Policies herein established shall apply to all such employees in this District; and the Superintendent of Schools shall supplement these Policies with written regulations specifically setting forth the work rules applicable with written employees and their positions.
All clerical workers and secretaries are to be “quality people” of excellent character, and skilled in the work of the position being filled. All clerical workers and secretaries shall be employed on a fixed salary, by the Board of Education, upon the recommendation of the City Superintendent of Schools. The Board, however, hereby authorizes the Superintendent of Schools to employ, on a part-time or emergency basis, as the need arises, such additional secretarial help as he deems necessary to properly conduct the affairs of the Ironton City School System. No secretarial or clerical help shall be employed in any other manner than this described, whether it be on a full-time or part-time basis except it shall be:
1. that of the use of students, on a non-paid basis, which shall be at the discretion of the building
principal;
2. the use of non-paid volunteer help for short periods of time for a specific purpose by a
community and/or school-connect group;
3. or clerical workers which are added to the school staff as a result of a government-sponsored
project, and which employees are paid by the sponsoring agency and subject to government
regulations.
Those secretaries and clerical workers who work a twelve-month year shall work 260 days each calendar year, including earned paid vacation, and including paid holidays. However, Independence Day (as well as Memorial Day) shall be considered a paid holiday only if the employee is scheduled to work on the last working day before the holiday, and on the first working day following the holiday. Those clerical workers and secretaries, who work an eleven-month year, including earned vacation and paid holidays, will receive no pay for the month of July. Those clerical workers and secretaries who work nine and one-half months will work the school-calendar, plus 10 additional days, plus authorized holidays, for a total of 200 paid days each calendar year. The following are the positions and the days to be worked for each:
Secretary to the Superintendent of Schools 260 days
Title I Secretary 260 days
Secretary, Treasurer’s Office 260 days
Ironton High School Principal’s Secretary 260 days
Ironton High School Attendance Clerk (11 months) No pay for the month of July
Middle School Principal’s Secretary No pay for the month of July
Assistant Ironton High School Principal’s Secretary 200 days
Library Aides 200 days
All of the secretaries and clerical workers employed by this Board will not be required to work on emergency or “snow days” (when school is not in session because of ice and/or snow) for the first five days during dismissal for the same during the school year. If it is necessary to dismiss (because of ice and/or snow) more than five days, all twelve months secretaries and clerical workers will be required to work on those days in excess of five, because those days must be made up at the end of the school year.
If, however, the Ironton City Board of Education should require that all (ice and/or snow) dismissal days be made up, the same shall be done.
All clerical workers and secretaries shall be employed on a 90-day probationary basis and shall be eligible for continued employment upon satisfactory completion of this probationary period. Continued employment shall be at the discretion of this Board and Superintendent, in accordance with State Laws on same.
Each full-time clerical worker or secretary shall be granted sick leave and other leave in accordance with Ohio laws governing same, and in accordance with Ironton City Board of Education Policies: 4151.1-2 and 4151.7 and applicable bargaining agreement provisions.
Vacations for full-time clerical workers and secretaries shall be granted in accordance with State laws governing same, in accordance with Board Policy 4243 and any applicable negotiated agreement.
9-19-66
Revised 10-13-80
Revised 7-1-96
Clerical Workers and Secretaries
Duties and Responsibilities
All clerical workers and secretaries shall be governed by the following Administrative Rules and Regulations as established by the Ironton City Superintendent of Schools:
(1) All clerical workers and secretaries shall work a forty-hour week, eight-hour day as follows:
(except as noted)
a. Work days shall be Monday through Friday, weekly.
b. The work day shall begin at 8:00 a.m. and end at 4:00 p.m., except clerical workers in the High School Principal’s Office, who shall work 7:30 – 3:30, and secretary to Assistant Principal at Ironton High School, who shall work 7:30 to 3:00.
c. The lunch period shall be for 30 minutes each day, taken as nearly at mid-day as is practicable.
(2) Work on school holidays shall not be required; however, work hours during school vacation periods
(Thanksgiving, Christmas, Easter, and Spring Break) shall be determined by the Superintendent of Schools.
(3) All secretaries and clerical workers handling school correspondence shall do this promptly, efficiently, and confidentially under the direction of the Administrator. Correspondence must bear the mark of accuracy and neatness, and must be in accord with the best standards of grammar, composition, and mechanics. All important correspondence shall be recorded and filed as directed by the Administration.
(4) Clerical workers and secretaries who regularly answer the telephone should remain within hearing
distance of the phone with but infrequent exceptions. It must be remembered that there is often very
important school business to be conducted on the phone and the use of this media of communications
is vital to the operation of our schools. Courtesy is always to be extended to anyone calling this
School System.
(5) Clerical workers and secretaries will, in most instances, first meet those calling on this School System. These callers, such as salesmen, parents of the students, inspectors, job-seekers, and all are to greet properly and treated courteously and mannerly. Clerical workers and secretaries are reminded that they are, at all times of the work-day, representing the entire Ironton City School System, and that the impression that their office makes may be the only one which these people get in our School System.
(6) Employees in this category, as well as all other employees of this System will, at times, find it necessary to be absent from work because of a brief illness. The employee should make every effort to call her immediate supervisor as soon as this necessary absence becomes apparent in order that the Administrator may make plans for substitute help or adjustment. The Administration also requests that the clerical workers and secretaries make medical, dental and other such appointments (if such become necessary) as late in the afternoon of work-day as possible, so as not to interfere with her regular work-day schedule.
(7) Secretaries and other clerical workers are not to leave their posts (unless it is an emergency) to fill personal engagements or appointments without the consent of the Administrator in charge of the office.
(8) When there are at least two secretaries or clerical workers in the same office or suite of offices, at least one shall remain on duty at lunchtime to answer the telephone and greet callers. Thus, staggered lunch periods in these instances shall be required.
(9) The telephones in the school and school facilities (excluding pay phones) are installed for one purpose only- that of conducting school business. They are not for socializing and personal business, and with but few exceptions (such as emergency) they should be treated as such.
(10) Clerical workers and secretaries are expected to keep their offices and quarters “presentable” and
orderly, and in line with good office practices.
9-16-99
Revised 10-13-80