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3.1.3.2 Essential Functions Specific to Each Support Staff Position

These functions are not an exhaustive list. The school should look at each position and the uniqueness of

that position to the school.

Development Director

Additional expectations that can be added to the support staff job description template.

Sample job summary: The development director oversees the fund development of the school, which may

also include student admissions, alumni relations, and the marketing efforts of the school. This person is

responsible for cultivating and sustaining contributed support in support of the school’s mission. A mature

believer, the development director shall reflect the purpose of the school to honor Christ at all times.

Required Professional QualitiesIt is expected that the development director will …

• Hold a bachelor’s degree from an accredited postsecondary institution or currently be working toward a

degree within a specified time period.

• Have knowledge and understanding of funding for nonprofit organizations and the organizational skills

and ability to work with people, projects, and resources.

• Have fund-raising experience in a Christian school or another nonprofit organization.

• Demonstrate a reasonable level of computer literacy, having a basic proficiency in doing word

processing, creating and using a spreadsheet, e-mailing, managing databases, and accessing the

Internet.

• Have basic knowledge of proper accounting practices and knowledge of IRS regulations for charitable

contributions.

Essential Job Functions—AccountabilitiesIt is expected that the development director will …

Spiritual Leadership• Maintain professional ethics as reflected in Scripture and in the fund-development profession,

integrating the Christian worldview into all tasks.

• Provide spiritual leadership in garnering all resources (including prayer, volunteers, and contributed

support) for the advancement of the school’s mission.

Academic Leadership• Seek continuous professional development.

Administrative Leadership• Manage the operations of the development department through a comprehensive development-

planning process.

• Supervise and have the ability to accomplish the goals and objectives assigned by the school

administration and school policy. Manage the operations of the development department.

• Be an active member of one or more professional associations (e.g., Association of Fundraising

Professionals [AFP], Christian Stewardship Association [CSA], Public Relations Society of America

[PRSA], and Council for Advancement and Support of Education [CASE]).

Departmental ResponsibilitiesIt is expected that the development director will …

Fund Development• Plan, organize, and promote all programs in light of biblical principles for stewardship and fund-

raising.

• Enlist key volunteer leaders and train them, along with the school board, in how to seek support for

the school.

• Establish and oversee a database to track all relationships, such as those involving donations,

pledges, alumni, and prospective students.

• Plan, implement, and promote an annual fund through various means of solicitation, including online

giving.

• Plan, implement, and promote capital campaigns as approved by the board.

• Plan, implement, and promote deferred giving as the fund development program matures.

• Oversee the development and distribution of all development publications and marketing tools to

achieve donor cultivation goals.

• Oversee the stewardship of gifts of cash, appreciated assets, in-kind gifts, and others, ensuring that

donors receive appropriate acknowledgment, receipting, and recognition.

• Prepare, in conjunction with the head of school, the advancement budgets, which include fund

development, public relations, and admissions.

• Provide spiritual leadership to garner prayer support, and conduct all advancement activities in

adherence to biblical stewardship principles.

• Be a professional advancement resource to the school board and the administration.

• In conjunction with the administration, prepare an annual department budget and marketing plan.

Public Relations• Promote the school by developing appropriate marketing tools, including advertising, brochures, and

the school website.

• Inform internal constituency of all institutional advancement activities.

• Plan, promote, and implement programs to build strong relationships with churches, corporations,

and foundations in the community.

• Assist the administration in promoting a comprehensive brand for the school.

• Cultivate appropriate media attention to the school.

• Cultivate strong alumni relationships through communications and annual activities.

Recruitment and Retention of Students• Plan, promote, and implement a mission-driven program for student recruitment and admissions.

• Develop and implement an annual marketing plan for student recruitment and retention.

• Promote student recruitment by developing appropriate marketing tools, including advertising,

brochures, and the school website.

• Oversee the entire admissions process—from first inquiry to the assimilation of new families into the

school community.

• Oversee the entire student retention program.

• Coordinate a cross-department effort to draw and keep mission-appropriate students.

Additional Duties or ResponsibilitiesIt is expected that the development director will …

• Represent the school internally and externally when necessary and beneficial.

• Involve staff, donors, and parents in prayer and volunteerism as appropriate.

Business Manager


Sample job summary: The school business manager will manage all business- and finance-related

activities for the school. This person shall be a person of spiritual maturity and shall reflect the purpose of

the school, which is to honor Christ at all times.

Type of position: This may be a nonexempt employee that is paid either with an hourly wage or with a

salary that must be supplemented if overtime is worked. Please see section 2.3 for more information.

Required Professional QualitiesIt is expected that the business manager will …

• Hold a bachelor’s degree in business/accounting from an accredited postsecondary institution.

• Have a CPA license (active or inactive).

• Have a notary republic commission or obtain one within a reasonable time period.

• Have knowledge and understanding of the business side of nonprofit organizations, and have the

organizational skills and ability to work with people, projects, and resources.


processing, using accounting software, creating and using a spreadsheet, e-mailing, managing

databases, and accessing the Internet.

Required Personal QualitiesIt is expected that the business manager will …

• Possess the necessary customer service and public relations skills to market the school to potential

families and the general public.

• Have knowledge of office procedures and methods, including those related to social communications

skills and proper office etiquette.

• Meet everyday stress with emotional stability, objectivity, and optimism.

• Defend principles and conviction in the face of pressure and partisan influence.

Essential Job Functions—AccountabilitiesIt is expected that the business manager will …

Spiritual Leadership• Integrate biblical principles and the Christian worldview throughout the work place.

Academic Leadership• Participate in continuous professional development through professional reading, college course

work, in-services, workshops, and conferences.

Administrative Leadership• Supervise the school’s business office. Have the ability to supervise and evaluate others, enforce

policies, follow prescribed procedures, make timely and difficult decisions, and communicate those

decisions.

• Oversee the maintenance of up-to-date and accurate computerized records for all financial

transactions.

Departmental ResponsibilitiesIt is expected that the business manager will …

General Duties• Maintain all financial records and financial dealings of the school.

• Maintain a purchase order and encumbrance system.

• Manage all building and equipment rentals

• Supervise all maintenance of appropriate financial records and procedures for any and all

extracurricular activities.

• Direct and manage all property or business donations to the school. Maintain an effective record and

acknowledgment system of the donations in conjunction with the development office.

Budget• Prepare, in collaboration with the school administration, the annual income and expense budgets for

board approval.

• Advise the school administration and school board of actual spending compared to budget.

• Advise the school administration of trends in receipts and disbursements.

• Prepare long-term budget projections to assist the school board and the administration in long-term

planning for the school.

Disbursements• Authorize all financial disbursements within budget and financial constraints.

• Negotiate contracted services/leases/purchases with vendors.

• Maintain relationships with vendors.

• Arrange and negotiate all insurance coverage, and handle all insurance claims.

Receipts• Oversee billing of all charges and collections on accounts.

• Authorize payment arrangements for overdue accounts.

• Authorize finance charges to be written off.

• Notify those whose accounts are past due, and assess late fees.

• List past-due accounts, and send copies of all student suspension letters to the school

administration.

Banking• Maintain a favorable banking relationship. Negotiate all banking transactions.

• Invest excess cash in accordance with school board policies.

• Negotiate with vendors of credit cards and electronic funds transfers.

• Keep authorized signers for financial accounts/transactions current.

Personnel• Supervise the human resources coordinator to effectively implement employment law and personnel

procedures.

• Oversee all payroll functions.

• In conjunction with the human resources coordinator, negotiate benefit rates and options with

vendors.

• Advise the school administration, and the school board when requested, on issues involving

personnel and benefits.

• Prepare financial and benefit information pages for the school employee handbook.

• Prepare annual financial pages for employee contracts.

• Supervise the school’s food services department (or if the school has a food services director, then

supervise that person).

• Supervise the school’s transportation department (or if the school has a transportation director, then

supervise that person).

Reports/Meetings• Provide financial statements for school board review.

• Attend school board meetings, when requested.

• Inform finance committee about all pertinent issues.

Legal/Audit/Records• Keep current on IRS regulations, and effectively implement them.

• Have final responsibility for the preparation of quarterly and annual IRS forms.

• Work with the school administration to effectively implement nonemployment law.

• Prepare financial statements and all supporting schedules in preparation for the annual audit.

• Work with the auditors to file all tax documents in a timely manner.

• Account for all restricted contributions consistent with the donors’ instructions.

• Maintain records of fixed assets and depreciation or amortization.

• Maintain a file of all signed contracts.

• Prepare important documents for storage in the school’s safety deposit box.

Additional Duties or ResponsibilitiesIt is expected that the business manager will …

• Recognize the need for good public relations, and represent the school in a favorable and professional

manner to the school’s constituency, local churches, and the general public.

• Assist the school administration and the development director in promoting a comprehensive brand for

the school.

• Support the broader program of the school by attending extracurricular activities when possible.

School Bookkeeper


Sample job summary: The school bookkeeper is responsible for the daily preparation and organization of

all financial receipts and disbursements and for the accounting for these transactions in the computerized

environment. This person shall reflect the purpose of the school, which is to honor Christ at all times.

Type of position: This is a nonexempt employee that is paid either with an hourly wage or with a salary

that must be supplemented if overtime is worked.

Required Professional QualitiesIt is expected that the school bookkeeper will …

• Have a high school diploma.

• Have bookkeeping experience, and the organizational skills and ability to work with people, projects,

and resources.


processing, using accounting software, creating and using a spreadsheet, e-mailing, managing

databases, and accessing the Internet.

Required Personal QualitiesIt is expected that the school bookkeeper will …



Essential Job Functions—AccountabilitiesIt is expected that the school bookkeeper will …

Spiritual Leadership• Integrate biblical principles and the Christian worldview throughout the workplace.

Academic Leadership

• Participate in continuous professional development through professional reading, college course


Administrative Leadership• Have the ability to accomplish the goals and objectives assigned by the school business manager.

Departmental ResponsibilitiesIt is expected that the school bookkeeper will …

Accounts Receivable• Enter student information into the school’s billing system.

• Maintain accurate customer master records.

• Prepare the monthly billing for all accounts.

• Record all payments made on accounts.

• Handle parent/guardian communications regarding accounts.

• Perform timely collection procedures for all overdue accounts.

• Report delinquent accounts to the school business manager.

Banking• Prepare all bank deposits.

• Reconcile all bank accounts.

• Process all returned items.

Accounts Payable• Prepare all bills for authorization, confirming reasonableness and accuracy of the bill.

• Prepare checks for authorized signature.

• Review account distributions as directed.

Payroll• Keep accurate employee payroll records.

• Gather and organize payroll information for input into the computer.

• Prepare checks for all authorized signatures.

• Initiate disbursements for withholdings, taxes, and deductions; and remit them on a timely basis.

• Assist in the preparation of quarterly and annual IRS forms.

Human Resources Coordinator


Sample job summary: The human resources coordinator will plan, organize, and direct activities and

operations of the human resources office. This person shall be spiritually mature and shall reflect the

purpose of the school, which is to honor Christ at all times.

Type of position: This may be a nonexempt employee that is paid either with an hourly wage or with a


Required Professional QualitiesIt is expected that the human resources coordinator will …

• Hold a bachelor’s degree in business or human resources from an accredited postsecondary institution

or be willing to participate in a program to complete such a degree within a specified time period.

• Have knowledge and understanding of federal, state, and local laws regarding personnel issues, and

have the organizational skills and ability to work with people, projects, and resources.


processing, creating and using a spreadsheet, e-mailing, managing databases, and accessing the

Internet.

Essential Job Functions—AccountabilitiesIt is expected that the human resources coordinator will …

Academic Leadership• Participate in continuous professional development through professional reading, college course


Administrative Leadership• Organize and develop a records management system for the human resources office.

Departmental ResponsibilitiesIt is expected that the human resources coordinator will …

Personnel• Keep current on employment laws, school employment policies, and HR issues.

• Have the ability to interpret and apply HR policies and procedures for the school.

• Create and maintain up-to-date personnel files for all employees.

• Stay current with requirements for state licensing and ACSI certification, and can inform teachers

about them.

• Serve as the school coordinator of ACSI faculty certification.

• Administer various employee insurance programs and benefits.

• Research appropriate and competitive salary scales and benefit packages.

• Review and update job descriptions, contract language, and the employee handbook.

• Administer the workers’ compensation program.

• Participate with the school administration in performing exit interviews for departing employees.

• Administer employee leave policies and the COBRA program.

• Coordinate a continuing-education scholarship program.

• Coordinate employee appreciation and special staff events.

Job Applicants• Receive and screen calls, e-mails, and written requests from job applicants.

• Answer inquiries regarding job openings and the application process.

• Provide information regarding benefits, policies, and procedures.

• Represent the school in a professional manner to potential applicants, current employees, and the

public.

• Prepare and post job announcements.

• Process and initially screen job applications.

• Send notices/letters to applicants. Create and distribute interview packets.

• Assist departments and the school administration with scheduling interviews.

• Prepare benefit packets for new employees.

• Process new-employee background checks.

Additional Duties or ResponsibilitiesIt is expected that the human resources coordinator will …

• Assist the business manager with IRS law issues.

• Recommend to the school administration any topics or speakers pertinent to staff development.

Facilities Coordinator


Sample job summary: The goal of the facilities coordinator is to coordinate the work of maintaining the

facility and grounds in good condition. This person works closely with the school administration and

custodial staff to provide for the school’s custodial needs in a timely and efficient manner to the glory of

God.

Type of position: This is usually considered a nonexempt employee that is paid either with an hourly wage

or with a salary that must be supplemented if overtime is worked.

Required Professional QualitiesIt is expected that the facilities coordinator will …

• Have graduated from high school and have four years of increasingly responsible maintenance

experience, including at least one year in a lead or supervisory capacity.

• Have knowledge of principles and practices of facilities operations, maintenance, and management.

Also have knowledge of vehicle maintenance, carpentry, and electrical systems.

• Have the knowledge to skillfully and safely use various hand tools and power equipment for meeting

the maintenance and repair needs in the school.


processing, e-mailing, and accessing the Internet.

• Be willing to participate in continuing education opportunities that will increase proficiency and job skills.

Essential Job Functions—AccountabilitiesIt is expected that the facilities coordinator will …

Administrative Leadership• Attend staff meetings and training programs as deemed necessary by the school administration.

Professional Responsibilities• Be responsible for the care, maintenance, cleanliness, and safety of the school’s buildings,

grounds, and vehicles.

• Schedule, oversee, and supervise janitors, maintenance workers, and vehicle mechanics.

• Monitor the completion of all maintenance and custodial work by employees and service providers.

Ensure that work performed by contractors is done to standard.

• Schedule and perform, supervise, or outsource preventive maintenance and repair of the buildings,

grounds, and vehicles.

• Organize an appropriate response plan to maintenance requests. Handle emergency maintenance

needs expediently and effectively.

• Make sure that the facility complies with fire, health, and safety inspections and that any needed

repairs or upgrades are done.

• Work cooperatively with department personnel, supervisors, administrators, and volunteers.

• Help with the establishment of a department budget within the school budget process. Control

expenditures within the approved budget.

• Order, organize, and maintain all cleaning supplies, paper products, and equipment.

• Secure bids on repairs or improvements from outside vendors as needed.

• Maintain a calendar of facility usage. Check to see that all school requests have school

administration approval (and if applicable, all church requests have pastor approval) before an item

is placed on the facility usage calendar.

• Coordinate the use of facilities by outside groups, and use the above-mentioned approval system to

place such usage on the master calendar.

• Arrange for buildings and grounds to be unlocked or secured as required. Distribute and track keys

for gyms and buildings in conjunction with the secretary’s office.

• Coordinate and help with setup and teardown before and after activities in the buildings and on the

grounds.

• Ensure that the grounds are maintained, including regular mowing, fertilizing, weeding, and pruning.

• Inspect the buildings, grounds, and sports venues for safety, health, and maintenance issues.

• Meet with inspectors (fire, electrical, building, and insurance).

• Serve on the school’s safety committee, noting and recommending changes in procedure, building

maintenance, or equipment issues.

• Assist in the development and implementation of campus security and a crisis management plan.

• Respond to evening/night alarm calls.

• Be the emergency contact for fire, security, police, and such, as well as work with the alarm

company and city agencies.

• Use substitutes or complete work personally in the absence of maintenance workers or custodians.

• Perform minor repairs and projects regarding carpentry, electrical, and plumbing issues.

• Monitor and supervise the maintenance of all school vehicles.

• Assist in conserving energy.

• Be responsible for inventorying property owned by the school and tracking the property’s storage

locations. Set up an inventory system to track equipment and school furniture.

• Develop, plan, and execute, in conjunction with the school administration, a schedule for short- and

long-term maintenance and facility projects.

• Assist the school administration in special projects.

• Work effectively with vendors and service providers.

• Submit a quarterly report regarding goals set and progress made regarding the buildings, grounds,

and school vehicles.

• Annually evaluate department staff, and provide this information to the school administrator. Make

personnel recommendations.

Custodian


Sample job summary: The custodian’s goal is to maintain the facility and grounds in good condition. This

person works closely with the school administration to provide for the school’s custodial needs in a

timely and efficient manner to the glory of God.



Required Professional QualitiesIt is expected that the custodian will …

• Have graduated from high school and have four years of increasingly responsible maintenance

experience, including at least one year in a lead or supervisory capacity.

• Have knowledge of principles and practices of facilities operations, maintenance and management.

• Have the knowledge to skillfully and safely use various hand tools and power equipment for meeting

the maintenance and repair needs in the school.

• Be willing to participate in continuing education opportunities that will increase proficiency and job

skills.

Essential Job Functions—AccountabilitiesIt is expected that the custodian will …

Administrative Leadership• Attend staff meetings and training programs as deemed necessary by the school administration.

Professional Responsibilities• Fulfill responsibilities given by the facilities coordinator.

• Clean and maintain the facilities to the specifications given by the facilities coordinator.

• Maintain the outdoor appearance of the buildings, grounds, and signage of the school.

• Increase working knowledge of maintaining and repairing heating, air conditioning, plumbing,

electrical, building construction, and alarm systems.

• Perform regularly scheduled maintenance on building system equipment. Monitor HVAC, electrical,

and plumbing systems.

• Make sure buildings and grounds are unlocked or secured as required for the regular school

program.

• Lock and unlock building for rentals, activities, and programs for outside groups as assigned.

• Work cooperatively with other custodians, supervisors, administrators, and volunteers.

• Help with setup and teardown before and after activities in the buildings and on the grounds.

• Inspect the buildings, grounds, and sports venues for safety, health, and maintenance issues.

• Meet with inspectors (fire, electrical, building, and insurance) when requested.

• Respond to evening/night alarm calls.

Additional Duties or ResponsibilitiesIt is expected that the custodian will …

• Perform clerical duties for the custodial program.

• Complete duties effectively and promptly.

• Not allow friends or other unauthorized people in the buildings after hours.

School Secretary


Sample job summary: The school secretary supports the school’s leadership effectiveness by providing

competent service and assistance. This person shall be spiritually mature and shall reflect the purpose of


Type of position: This is typically a nonexempt employee that is paid either with an hourly wage or with a


Required Professional QualitiesIt is expected that the school secretary will …

• Have a high school diploma or a GED equivalent.

• Have good verbal and written communication skills.

• Demonstrate basic proficiency in computer word processing, e-mailing, and accessing the Internet. Be

willing to learn other types of educational software used by the school.

• Have a notary public commission or obtain one within a reasonable time period.

• Be able to handle multiple tasks simultaneously. Have disciplined time-management skills.

Required Personal QualitiesIt is expected that the school secretary will …

• Have the customer service and public relations skills necessary to welcome the general public and be a

good school representative.



Essential Job Functions—AccountabilitiesIt is expected that the school secretary will …

Professional Responsibilities• Participate in continuous professional development through professional reading, college course


• Help the staff, students, and volunteers function efficiently, effectively, and productively.

• Participate in beginning-of-year staff orientation, staff devotionals, staff meetings, and parent/teacher

fellowship meetings.

Office Responsibilities• Schedule appointments for administrative staff when necessary.

• Handle administrative and general school correspondence.

• Provide secretarial services to committee meetings or school board meetings when

requested.

• Help with the preparation of school board minutes, agendas, and financial reports. Also

complete background check forms, state department of education forms, and personnel staff

in-service information.

• Produce schoolwide communications, such as daily school bulletins for staff, letters for all

school families, annual school calendar, in-house monthly calendar, class lists, directories,

and handbooks.

• Be responsible for school mailings, including bulk mailings.

• Maintain daily clock/bell schedules.

• Fill out textbook and supplementary material orders as requested.

• Serve as a notary public when requested.

• Share responsibility as a backup for the receptionist or registrar as needed.

• Maintain current student academic and medical records. Provide copies when requested by parents

and when requested by schools receiving transfer students.

• Provide typing and copying services for school staff when requested. Assist teachers with the

operation of the office machines.

• Maintain records of fire drills and other types of emergency drills.

• Collect and keep records for special projects (e.g., fund-raising projects, school picture sales).

• Keep the office stocked with necessary supplies and forms as needed, and be responsible for office

equipment supplies and maintenance.

• Keep the various filing systems up to date and organized.

• Handle reservations and arrangements for luncheons, conferences, and miscellaneous office and

school functions. Help with special events when requested.

• Assign student lockers, and help with locker jams and the changing of combinations.

• Show initiative and go through the proper channels to offer suggestions for improving school

procedures.

• Keep the office neat, orderly, and running smoothly and efficiently.

Additional Duties or ResponsibilitiesIt is expected that the school secretary will …

• Recognize the need for good public relations, and represent the school in a favorable and professional

manner to the school’s constituency, local churches, and the general public.

• Assist the school administration and the development director in promoting a comprehensive brand for

the school.

School Receptionist


Sample job summary: The school receptionist greets members of the public, answers questions, refers

individuals to the appropriate office or individual, communicates information, and provides clerical support

services. This person shall reflect the purpose of the school, which is to honor Christ at all times.



Required Professional QualitiesIt is expected that the school receptionist will …


• Have the ability to warmly and articulately communicate when using the phone and intercom.

• Have organizational skills and the ability to work with people, projects, and resources.



Essential Job Functions—AccountabilitiesIt is expected that the school receptionist will …

Reception Desk• Greet everyone with a friendly, helpful attitude when they enter the office or call on the telephone.

Treat each person with respect and courtesy.

• Ensure that parents and visitors sign in and receive a visitor badge.

• Ensure that volunteers sign in and receive a volunteer badge.

• Watch for strangers entering the school, and politely offer assistance. Make sure that those entering

the school state their business, and notify an administrator if someone who seems suspicious enters

the school.

• Refuse admittance to nonschool students who do not have permission from an administrator to visit

the school.

• Be helpful to students, parents, and staff, and frequently give direct assistance if needed.

• Promote a positive attitude about the school and its employees.

• Use established procedure to notify administrative staff regarding phone calls or appointments.

• Use established procedure to transfer calls to staff extensions or voice mail.

• Make phone calls on behalf of the administration as directed.

• Check and respond to voice mail and school e-mail regularly.

• Keep updated calendars of school events, field trips, game schedules, maps, and activities, including

appointments of administrators and teachers.

Attendance• Record and issue passes to students who are tardy or who have acceptable excuses from parents.

• Assist students signing in and out of the building during school hours, and record the sign-in/sign-out

times.

• Make a daily absentee list, and distribute the list to each teacher.

Office Support• Receive, sign for, and log deliveries.

• Keep the receptionist desk and adjoining areas neat and clean.

• Open and distribute school mail in a timely manner.

• Assist with mailings, clerical work, or projects that can be done at the receptionist’s desk.

• Update names on faculty/staff mailboxes before the school year begins. Make changes as needed

during the school year.

• Collect and file “Back to School” paperwork. Contact parents who have not returned forms.

• Supervise lost and found articles for pick up by students and parents.

• Sell yearbooks and other authorized items from the office.

• Be responsible for the postage meter, fees for postage, and outgoing mail.

• Be responsible for gathering information for morning announcements, typing them, and placing them

in staff mail boxes or sending the announcements by e-mail to staff.

Additional Duties or ResponsibilitiesIt is expected that the school receptionist will …

• Administer basic first aid in the absence of the school nurse.


procedures.

• Be willing to adjust work hours to accommodate special schedules or school-related activities as

requested.

• Perform any other duties that may be assigned by the administration.

School Registrar


Sample job summary: The school registrar is directly responsible for the registration of all students. In

addition, the school registrar maintains all student files and related correspondence and transfers student

files and information according to procedure. This person shall reflect the purpose of the school, which is

to honor Christ at all times.



Required Professional QualitiesIt is expected that the school registrar will …


• Have the ability to warmly and articulately communicate when using the phone and intercom.




• Be a notary public or apply to become one within a specified time period.

Essential Job Functions—AccountabilitiesIt is expected that the school registrar will …


• Participate in beginning-of-year staff orientation, staff devotionals, and staff meetings.

• Respect professional ethics that require confidentiality concerning the sharing of information about

children, parents, staff, or donors.

Direct Responsibilities• Greet everyone with a friendly, helpful attitude when they enter the office area or call on the

telephone. Treat each person with respect and courtesy.

• Be helpful to students, parents, and staff, and frequently give direct assistance if needed.

• Promote a positive attitude about the school and its employees.

Student Enrollment• Pleasantly and efficiently handle enrollment inquiry calls from prospective families.

• Send application packets upon request.

• Process new-student applications including setting up both admission testing and personal

interviews.

• Maintain accurate, up-to-date enrollment records to ensure that class sizes stay within established

limits.

• Communicate enrollment numbers to the school administration as requested.

• Process all reenrollment information, and complete computer data entry to determine space

availability in each class.

• After new students are accepted, enter enrollment data and send a copy to the school bookkeeping

office, the development office, and the tuition management company.

• Maintain waiting lists in proper order.

• Process student withdrawals throughout the year.

• Monitor and report information to SEVIS for foreign students that are enrolled in the school.

Financial Data• Handle all tuition-assistance information requests from school families.

• Follow up with the tuition management company regarding the necessary documentation for tuition-

assistance applications.

• Participate in the decision-making process of awarding tuition assistance.

• Communicate the tuition-assistance awards and the agreement conditions to families.

• Establish payment schedules for school families. Provide counsel regarding payment plan options.

Process changes in payment plan arrangements.

• Work with the tuition management company to ensure accuracy of billing information.

• Complete tuition-management company forms for school families, and ensure that each family

understands the electronic withdrawal process for tuition and fee payments.

• Bill monthly any families with outstanding balances.

• Provide reports to the school administration and the business manager upon request.

• Review data from the tuition management company monthly to track returned payments (NSFs).

• Contact families to make payment arrangements when NSFs occur.

• Work closely with the school administration in communicating with families whose tuition payments

are in arrears.

Student Records• Keep all student cumulative files in proper order, and maintain accurate filing of all standardized tests

and test scores for students in grades K–12.

• Keep student files and records in a locked storage area.

• Type letters, reports, and memos pertaining to student records as needed.

Office Support• Serve as a notary public for the school system.

• Operate the copy machine and printer whenever printing needs are excessive.

Additional Duties or ResponsibilitiesIt is expected that the school registrar will …


procedures.

• Administer first aid in the absence of the school nurse.

• Be willing to adjust work hours to accommodate special schedules or school-related activities as

requested.

School Nurse


Sample job summary: The school nurse identifies and treats health disorders among students and

provides instruction in the maintenance of good health and disease prevention. The school nurse must

evaluate the physical conditions of students and refer them to appropriate resources as needed. This

person shall reflect the purpose of the school, which is to honor Christ at all times.

Type of position: This is an exempt employee that may be paid with an hourly wage or with a salary. It

may also be a volunteer position.

Required Professional QualitiesIt is expected that the school nurse will …

• Have completed training necessary for licensing as a nurse.

• Have and maintain first aid and CPR certification.

• Have experience in pediatrics and/or public health nursing. Have considerable knowledge of child

growth and development.

• Be certified, or seek to be certified within a reasonable time period, by the American Nurses Association

(ANA) or the National Association of School Nurses (NASN).




Essential Job Functions—AccountabilitiesIt is expected that the school nurse will …


• Participate in beginning-of-year staff orientation, staff devotionals, and staff meetings.

Direct Responsibilities• Develop policies, procedures, and work standards for a school health program.

• Monitor compliance of school health program with federal, state, and local laws, regulations, and

school policies.

• Suggest program changes to the business manager and the school administration as needed.

• Provide first aid care and medically prescribed services.

• Coordinate annual CPR training for school staff.

• Maintain health office supplies and facilities. Maintain security of school health supplies.

• Instruct students in health education as part of their physical education class or science class.

• Serve as a resource person on health issues.

• Communicate with parents via newsletter articles or other notices regarding immunization

requirements, illnesses, and such.

• Provide staff development on health-related topics for school staff and volunteers.

• Screen and conduct health appraisals for students and staff. Conduct student hearing and vision

testing.

• Provide follow-up evaluations on students as required.

• Recommend corrective action for identified problems.

• Conduct home visits when appropriate.

• Correspond with parents on health needs of children.

• Recommend updates for parent/student handbook regarding health issues.

• Recommend to the school business manager any revisions in attendance procedures or health office

facilities, and other revisions that will benefit students.

• Return medications to students or parents as appropriate at year-end.

Student Records• Collect and compile student immunization records in compliance with state immunization laws.

• Record immunizations, health findings, and other relevant health data in student health files.

• Maintain a database to track students needing immunizations, sports physicals, and other such

items.

• Maintain emergency contact information for students and staff.

• Keep student files and records in a locked storage area.

• Type letters, reports, and memos pertaining to student records as needed.

• Recommend changes in databases to facilitate efficient record keeping.

Office Support• Call parents to determine the status of absent/unexcused students.

• Maintain an OSHA log for injured employees, and make reports as required.

Additional Duties or Responsibilities• Be willing to adjust work hours to accommodate special schedules or school-related activities as

requested.

Transportation Director


Sample job summary: The transportation director’s goal is to arrange for safe transport of students and

staff on scheduled routes or when needed. This person works closely with the school administration and

bus drivers to provide for the school’s transportation needs in a timely and efficient manner. This person

shall reflect the purpose of the school, which is to honor Christ at all times.

Type of position: This is usually considered a nonexempt employee that is paid either with an hourly wage

or with a salary that must be supplemented if overtime is worked.

Required Professional QualitiesIt is expected that the transportation director will …

• Possess a high school diploma or a GED equivalent.

• Meet, and continue to meet while employed, the state requirements and qualifications for this position,

which includes a current CDL bus license.

• Possess or be willing to seek first aid and CPR certifications within an agreed-upon time frame.

• Be willing to participate in continuing education opportunities that will increase proficiency and job skills.



Essential Job Functions—AccountabilitiesIt is expected that the transportation director will …

Administrative Leadership• Keep informed about current federal and state regulations regarding school bus transportation and

licensing.

• Schedule in a timely manner the use of all buses for the school routes and activities approved by the

school administration.

• Help recruit school bus driver candidates to adequately meet the bus transportation needs of the

school.

• Help provide driver training, and coordinate training dates.

• Assign drivers for all bus routes and individual activity and sports events that need bus

transportation.

• Provide route information, directions, and maps for drivers.

• Keep a bus use and driver reference calendar posted and readily available to the school

administration.

• Keep all records required for supervision of bus use, checklists, maintenance records, and submit

reports as required by law to the proper agencies.

• Maintain a list of drivers and their licensing expiration dates, training hours, driving records, and other

required information.

• Promptly notify the appropriate persons of any changes made in the scheduling of buses as soon as

possible.

• Ensure that drivers enforce all DMV and school rules and regulations.

• Maintain an inventory of bus keys and cell phones for issuance to drivers.

• Schedule student evacuation drills in accordance with state regulations for public school buses.

• Instruct drivers to not use a cell phone, eat, or drink while their buses are in motion. A cell phone may

be used only for emergency contact while the bus is in motion.

• Instruct drivers regarding safety procedures to be followed if an accident occurs and how to complete

the accident reporting form.

• Communicate frequently, consistently, and promptly to all appropriate persons involved in school bus

usage.

• Inform the school administration of any driver who violates any bus transportation rules or

regulations.

• Inform the school administration of any accidents, injuries to passengers, or damage to the buses.

• Respond in a timely manner to parent complaints and to parent requests for help or information.

• Attend staff meetings and training programs as deemed necessary by the school administration.

• Inform the school principal in a timely manner if unable to fulfill any assigned duty.

Bus Maintenance• Ensure that each bus has been properly cleaned, fueled, and legally maintained and equipped to

avoid safety hazards and untimely breakdowns.

• Address problems that drivers cite on the inspection form.

• Schedule consistent preventive bus maintenance.

• Schedule preventive maintenance, bus repair, and safety inspections in such a way as to avoid

interruption of bus use at crucial times.

• Inform the school administration of major repairs to be performed by nonschool personnel.

Personal Bus Route• Be personally available to drive a bus on a regular or substitute driver basis.

• Give full attention to the assigned group of children, and be responsible for their safety and well-

being.

• Conduct a thorough bus inspection before each day’s use by using the appropriate bus inspection

form.

• Drive the bus only when it is in safe mechanical condition and is properly equipped as required by

law.

• Drive the bus in a safe manner as required by law.

• Complete the inspection form after bus use to report any unsafe condition of the bus, any

maintenance that may be necessary, and miles driven.

• Follow established procedures in the event of mechanical difficulties, emergencies, or accidents.

• Possess an operating cell phone to notify the school office of mechanical difficulties or emergency

situations.

• Understand the necessity of closely supervising children. Consistently enforce bus rules.

• Know the procedures for dealing with emergency bus and roadway situations.

• Conduct student evacuation drills in accordance with state regulations for public school buses.

• Report safety, health, and maintenance needs to appropriate individuals.

Additional Duties or ResponsibilitiesIt is expected that the transportation director will …

• Perform clerical duties for the bus transportation program.


School Bus Driver


Sample job summary: The school bus driver’s goal is to safely transport students and staff on scheduled

routes or when needed. This person works closely with the school administration to provide for the

school’s transportation needs in a timely and efficient manner. This person shall reflect the purpose of




Required Professional QualitiesIt is expected that the bus driver will …


• Meet, and continue to meet while employed, the state requirements and qualifications for this position,

including a CDL bus driver’s license.

• Possess or be willing to seek first aid and CPR certifications within an agreed-upon time frame.

• Be willing to participate in continuing education opportunities that will increase proficiency and job

skills.

• Possess evidence of other adequate preparation, background, or experience as determined by the

school administrator.

Essential Job Functions—AccountabilitiesIt is expected that the bus driver will …

Administrative Leadership• Give full attention to the assigned group of children, and be responsible for their safety and well-

being.



Professional Responsibilities• Conduct a thorough bus inspection before each day’s use by using the appropriate bus inspection

form.

• Drive the bus only when it is in safe mechanical condition and is properly equipped as required by

law.

• Drive the bus in a safe manner as required by law.

• Complete the inspection form after bus use to report any unsafe condition of the bus, any

maintenance that may be necessary, and miles driven.

• Follow established procedures in the event of mechanical difficulties, emergencies, or accidents.

• Complete an accident form if involved in an accident.

• Possess an operating cell phone to notify the school office of mechanical difficulties or emergency

situations.

• Not use a cell phone, eat, or drink while the bus is in motion. A cell phone may be used only for

emergency contact while the bus is in motion.

• Understand the necessity of closely supervising children. Consistently enforce bus rules.

• Know the procedures for dealing with emergency bus and roadway situations.

• Conduct student evacuation drills in accordance with state regulations for public school buses.

• Inform the school principal (or the transportation director) in a timely manner if unable to fulfill any

assigned duty.

Food Services Director


Sample job summary: The food services director oversees the preparation and serving of the school’s

lunch and snack programs. This person works to provide for a healthy child nutrition program. This person

shall reflect the purpose of the school, which is to honor Christ at all times.



Required Professional QualitiesIt is expected that the food services director will …


• Meet all license and health requirements for kitchen operation and food preparation.

• Have experience in food service operations.

Essential Job Functions—AccountabilitiesIt is expected that the food services director will …

Administrative Leadership• Respond in a timely manner to parent complaints and to parent requests for help or information.


• Respect professional ethics that require confidentiality concerning the sharing of information about

the children, parents, or staff.

Professional Responsibilities• Oversee the operation of the school’s kitchen and food department employees.

• Acquire and prepare all food and snack items for the school’s food service department and vending

machines.

• Coordinate the delivery of snack items to the school’s early education program with the early

education director.

• Be sensitive to the food service needs of children who have documented allergic reactions to certain

food substances.

• Meet all health and sanitation regulations and inspections.

• Be attentive to students and alert to what is happening in the school cafeteria.

• Collect and transfer funds from food and snack sales to the school’s business office. Maintain

financial records in the food service area.

Additional Duties or ResponsibilitiesIt is expected that the food services director will …

• Perform clerical duties as requested.

Lunch/Playground Helper


Sample job summary: the lunch/playground helper’s goal is to supervise students moving between

classroom, lunchroom, and playground during the lunch period and at other assigned times. This person

works closely with the school administration and teachers to provide for the efficient supervision of

children. This person shall reflect the purpose of the school, which is to honor Christ at all times.



Essential Job Functions—AccountabilitiesIt is expected that the lunch/playground helper will …

Administrative Leadership• Give full attention to the assigned group of children and be responsible for their safety and well-

being.



Professional Responsibilities• Supervise children moving between classrooms, lunchroom, and the playground during lunch period

and other assigned times.

• Enforce lunchroom and playground rules.

• Walk around lunch tables, providing assistance and discipline as needed.

• Issue pink slips for misbehavior and communicate this with the child’s teacher the same day.

• Assist children with outerwear when needed.

• Meet any visitors entering the playground, and verify that they have school permission to be on

campus.

• Be attentive to students and alert to what is happening to them both physically and socially.

• Administer basic first aid to children.

Additional Duties or ResponsibilitiesIt is expected that the lunch/playground helper will …

• Perform clerical duties as requested.

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