I need interview tips for school Secretary position. Interivew on 3/22!

[jayally]

I just got a call from our local school district that I have an interview set up on Thurs March 22nd for a interview as a Guidance technician at a continuation high School. I took the typing test and did 48 wpm and the requirement was at least 45 and passed the written test with a 90%, passing was 70%. The test was to take 70 mins and I was the first to finish in 40 mins and no one else looked close to finishing. There were only 6 people taking the test but there may be others who already have test scores who will also interview. This job does not come up often and is an intermediate level position. I have interviewed for other positions that were less qualified than this but did not get them. This job is about a block away from my house and would be perfect. It pays $14.73/hr 8hr day, 10 Mos a year.

My problem is I have pretty much been a SAHM for 10 years and my last full time job was as an office manager. During that time I have worked part time for another company doing interviewing for research projects and started 2 PTA's from scratch, volunteered in the schools and served on various committees. I also sell on ebay and that takes a lot of organization. I feel I have all the qualifications, although they are from years ago, with the exception of knowledge of the District Student Software Systems. I need to find someone who knows something about it so I can say I do have some knowledge.

What kind of interviewing tips can anyone offer me. They have asked the basic interview questions at my other interviews such as what are your strengths and weaknesses, how do you handle an irate parent, how well do you handle conflict with a previous employer/employee etc. but I did not get any of them. I really want this job, let me rephrase, I really need this job.

I also have a Disney vacation planned and set in stone for Nov 8th -20th. Airfare already purchased and is non-refundable or changable. Should I mention this vacation at the interview or wait until they offer me the job??


Any tips??

 

[Kellyscrapbooks]

I also have a Disney vacation planned and set in stone for Nov 8th -20th. Airfare already purchased and is non-refundable or changable. Should I mention this vacation at the interview or wait until they offer me the job??


Any tips??

Best of luck to you. I would not mention it in the interview, but in fact after they offer you the job. Interview skills, hmmm...... one thing that employers often ask is "What would you say is your biggest fault?" (or osmething along those lines) I find that if you can't come up with anything it seems odd and then again, you don't want to offer anything TOO bad.. so come up with something fairly benign and then temper it with something good. For example, "I'm a very organized person, but you'd never know it to see my desk AT HOME"

 

[robsmom]

Good Luck,

I would not worry about not knowing the software and i would not try to pretend you know more than you do. It is very specific to the job/school system so it is not likely that other candidates will not it either. Emphasis the volunteer work, even though not paid it demostrates skills you need for this job. Be prepared for behavioral type of questions. As mentioned weaknesses is often asked. Try to say a positive with your negative. For example: I want to please everyone so i sometimes overcommitt or I am very driven and sometimes drive others too hard. For the most part focus on being open, honest and clear in your responses. Demostrating clarity of thought and communication is the #1 thing i look for when interviewing others.

 

[DianaPrincessofWales]

I don't have too much in-sight or advice, just wanted to say good-luck. I had an interview last Friday and I'm glad I didn't over-prepare for it. You can't ever guess the exact questions they might ask. I just tried to stay on the positive side. I was so nervous for the rest of the day! Best Wishes to you.

 

[TimeforMe]

I have been working at my job as a school secretary for 5 years and was almost in the same position as you when I interviewed. What I did was really stress the PTA part (I happened to have been president of my kids' school for 2 years) and what it took to start it up, which is very impressive, IMO. I made mention that having been such a big part of the PTA that I had had a "working" relationship with administrators, parents and teachers already. Also let them know that you're an advocate for children and how much you enjoy them.

As far as the vacation--this also happened to me. The job began in December, I had plans for a Feb. vacation. After they offered me the job, I informed them of the plans and that I was willing to take it without pay. No problem.

Also, if you have references that belong to the school system such as administrators and/or teachers you may have known, that is a HUGE plus.

Good luck and keep us posted!

 

[jayally]

I have been working at my job as a school secretary for 5 years and was almost in the same position as you when I interviewed. What I did was really stress the PTA part (I happened to have been president of my kids' school for 2 years) and what it took to start it up, which is very impressive, IMO. I made mention that having been such a big part of the PTA that I had had a "working" relationship with administrators, parents and teachers already. Also let them know that you're an advocate for children and how much you enjoy them.

As far as the vacation--this also happened to me. The job began in December, I had plans for a Feb. vacation. After they offered me the job, I informed them of the plans and that I was willing to take it without pay. No problem.

Also, if you have references that belong to the school system such as administrators and/or teachers you may have known, that is a HUGE plus.

Good luck and keep us posted!

I started 2 PTA's and was president of them for a total of 4 years. I am the 1st vice president for the district PTA right now. I feel so out of the loop with everything and frustrated at not getting the other clerk jobs I applied for although this is a better and higher paid job and I will like the challange. I am searching the internet today to try to come up with questions to anticpate and write out answers I would give. I hate trying to think of weaknesses and negatives but I would love to get this job and it would solve so many of my problems. I had very good working relationships with 2 principals where started the PTA's. Should I go speak with them and see if I can get a reference letter on such short notice or just mention their names in a resume?

 

[sk!mom]

I also have a Disney vacation planned and set in stone for Nov 8th -20th. Airfare already purchased and is non-refundable or changable. Should I mention this vacation at the interview or wait until they offer me the job??


Any tips??

I wouldn't mention the trip in the interview but would wait until you have an offer. It could definitly be a mark against you in an interview but once they have chosen you it most likely wouldn't be a problem.

I don't really have many interview tips except - be confident. Your experience from years ago is relevant and so is your volunteer experience so mention it confidently.

 

[lailah]

OK! THIS IS MY FORTE' (did I spell that right?)! I was an elementary school 10 month secretary for 14 years and the next 12 years have moved into a 12 month position in the College and Professional Pathways Program (administration center - for high school students). I took the elementary school job because I would be home for the summers, holidays, spring break, christmas break, snow days.......(bummer job wasn't it??? ) with my girls at the same time. A school secretary DOES IT ALL in some shape or form! You are the secretary, a nurse, a counselor, a switchboard operator, custodian, cleaning person and I can go on and on. Since you are a mother, you can draw on your instincts to answer most of the questions regarding security of the building (bomb threats, fire drills, tornado drills, etc.). As for the software part of it, every district pretty much uses a different one. You could tell them that you are very competent and would have no problem being trained in the their software and that you pick it up very quickly. Also, dress professionally. Remember, you are the first person a parent sees when they come in the office, so if the interview panels see you at the interview dressed appropriately, they will pretty much figure you would dress appropriately for the school office. Last of all, JUST BE YOURSELF and relax! A good handshake when you come in should start you off in the right direction. You will do just fine! Good luck!! Pixie dust coming your way! and I'll be cheering for you!

 

[lailah]

Ok, sorry I forgot! You do realize that you don't get vacation time (at least in our school district 10 month secretaries don't), so your vacation would probably be deduct days. I really can't advise you about whether to tell them or not. I don't know how I would handle that. However, drawing on my past scenario that I had when I interviewed for the old Disney Store, I can tell you that at the interview (which was in August, they were hiring for the holidays), I told them that I had vacation scheduled for the week before Christmas. They told me that the time before August and New Years Day was blocked out time for vacation. I DID get the job and they did let me take vacation (but made sure that I realized that it probably wouldn't happen again if I stayed on permanently, which I did). So I guess do what you need to do!

 

[jayally]

Ok, sorry I forgot! You do realize that you don't get vacation time (at least in our school district 10 month secretaries don't), so your vacation would probably be deduct days. I really can't advise you about whether to tell them or not. I don't know how I would handle that. However, drawing on my past scenario that I had when I interviewed for the old Disney Store, I can tell you that at the interview (which was in August, they were hiring for the holidays), I told them that I had vacation scheduled for the week before Christmas. They told me that the time before August and New Years Day was blocked out time for vacation. I DID get the job and they did let me take vacation (but made sure that I realized that it probably wouldn't happen again if I stayed on permanently, which I did). So I guess do what you need to do!

I am not worried about taking time offf without pay, thank goodness my Dear EX pays enough to cover the bills each month. I planned this vacation almost 2 years ago to take when my kids would be off in November- year round schools, but the high schools are still traditional and a bummer this is the high school and not middle or elementary. This would not happen again as I would know what my vacation times would be from then on. I am preparing myself and will just do the best I can do and let them know I would be perfect for this job. I work part time conducting interviews for the labor dept and another company asking young adults about their jobs etc so I feel this sort of fits for me. I hate the fact I am getting excited about it. I have been talking about it since I got the test results and wondering when they would call for interviews. Now the pressure is really on.

 

[rileyroosmom]

Don't know if this helps, but I'm going for my 2nd interview on Thursday for a Kindergarten Paraprofessional. My first interview process in 15 years. I was asked how others describe me, how I would handle a parent who wanted to know how their child was doing academically (this could pertain to your position as well, parents are always seeking info from someone). The principal was concerned how I would handle neighbors and friends who wanted info on the teachers, kids, etc. I also played up how my experience at being a SAHM helps: I'm great at multi-tasking and putting out "fires".
I was very honest and said how nervous I was and how long it had been since I interviewed etc. The principal seemed to really understand and appreciate that. I think just being yourself is the best approach, no sense pretending to be someone you aren't.

Good luck, I completely understand where you are coming from.

 

[TimeforMe]

I started 2 PTA's and was president of them for a total of 4 years. I am the 1st vice president for the district PTA right now. I feel so out of the loop with everything and frustrated at not getting the other clerk jobs I applied for although this is a better and higher paid job and I will like the challange. I am searching the internet today to try to come up with questions to anticpate and write out answers I would give. I hate trying to think of weaknesses and negatives but I would love to get this job and it would solve so many of my problems. I had very good working relationships with 2 principals where started the PTA's. Should I go speak with them and see if I can get a reference letter on such short notice or just mention their names in a resume?

WOW--IMO, you have great credentials I would also emphasize the fact that you are good at multi-tasking, which is essential in this job.

As far as the references, I would ABSOLUTELY contact the principals of the schools in which you started PTAs and at least ask if you can put their names as references. What I did was type up a separate page (in addition to my resume) that listed my references, their titles and contact information. This DEFINITELY helped, but you must be sure that they will be stellar and that the people are aware you're using their names as references.

 

[lailah]

GOOD LUCK TO BOTH OF YOU!!!!!

 

[DawnMarie]

I believe monster.com has a list of frequent interview questions. I suggest that you review them. Have a friend play "interviewer", this allows you to practice and hopefully can honest feedback.

Employers don't mind training, they are looking for dependable hard working people. Working in a school setting means being able to multi-task. Mention that you need minimal supervision, are a discreet person, are a team player and love the kiddies. Let them know you take pride in your work and take your duties seriously. And have a sense of humor, just not to crazy. Working in a school office normally has 3 or more person in a cozy space and know one wants to work with a grouch.

I would inform them of the trip only if offered the job. I'm sending some pixie dust your way

 

[dimimi]

I am a teacher and agree with what everyone has said...especially that the secretary does it all! Your qualifications are great. I wouldn't bring up the vacation until you get the job. Then I would explain that you realize that you won't be able to travel at that time again. Our school would probably give you the time without pay.

I would agree...completely...to contact the principals for references. If you are able to talk with them, maybe they will put in a good word for you. Good Luck!

 

[Leigha]

Go in with a friendly, positive attitude! Have the mindset that you are perfect for the job. You've enjoyed you time at home (which you felt was what was best for your family) and now you're excited about the prospect of such a great job that you're really interested in! Your volunteering shows you're dedicated to your children and their schools and feel that the school/parent relationship is so important and that you were happy to do what you could to help. Your lack of a full time job for the past few years may qualify as your biggest weakness but I would say you felt it was what you thought best at the time. You can also let them know about the business ventures you've done during that time so they'll be aware of those too. I would be very pleasant as parents and coworkers are always looking for a friendly face in the schools! You may be able to find out a little about the computer program but I agree that 95% of people will have no knowledge of it. State and restate that you love learning new things and figuring things out and that you're looking forward to the challenges the new job offers. I too probably wouldn't mention the trip until after their mind is settled that they think you are the one for the job. Then they and you can determine if the trip is a deal breaker! Good Luck!!

 

[elf]

I agree with everyone also, but wanted to emphasize the privacy part, that someone mentioned above. My school was particulary paranoid about it. Luckily my neighbor is the principals secratary and vouched that I wasn't a gossip. They really don't want you talking about the kids in the classes, thier families, other teachers etc., and other school info. to friends, neighbors, etc.

I think it's great to have the PTA experience.
Good luck it's great to work in a school. I'm moving and hope I can get into a school in my new neighborhood.

 

[mickeyluv'r]

It seems to me, in my years as a teacher, the two most important things for a secretary to be able to handle is : A.) to be a people person, and B.) to be able to mutitask and handle whatever comes up. Not unlike parenting.

Being able to show your connections to other school empoyees is very good, esp administrators. PTA's don't always work well with adminitrators, so if you worked well with them, then that would certainly be helpful.

Being friendly while professional is a second important aspect to being a people person. The most well liked secretaries are the ones who take a genuine interest in the well being of the kids they work with. I mean that's the reason were all at the school in the first place - to help the students. What ever else, any secretary that would tactfully go to bat for a kid is someone I can respect. Staying cool in front of distressed parents is another facet of this skill.

Last, I'd say being organized is important. Knowing how to keep track of papers is important for nearly everyone in a school setting. You never know what you're going to face as a teacher. I was teaching during Columbine, 9/11, bomb threats, psychotic parents, local emergencies, etc. The kids don't know how to handle these situations, nor do many parents. We had lots of parents coming in a panic to get their kids, while teachers were still trying to teach. Those parents were funneled through the administrators and secretaries. It is being able to handle insane days like that which also make great secretaries.

 

[SeansMom]

I've sat on the interview team for secretaries at our school district and here are some things we look for:

Confidentiality is a big thing. It's not ANYONE'S business who got in a fight, who's ill, etc. Don't be surprised if they have a question that is leading you to this point without directly asking you.

Multi-tasking is a must. As the go-to person, you'll have the principal, teachers, students, and parents all wanting your attention...at the same time you're finishing a report that's due at 5:00 pm. If you can use an example from your home life to demonstrate this, all the better.

Double check your resume (finding spelling errors in a resume almost automatically disqualifies a secretarial hopeful!) and bring several copies to the interview. Many of those interviews are "team interviews", meaning you'll be facing a panel of friendly but busy people who are also seeing/interviewing other people that day. It's nice to be handed your resume again as a "reminder" of who you are.



DRESS NICELY. It matters. Maybe it shouldn't, but it does.

Everyone expects you to be a little nervous, so don't be nervous about being nervous .

When you leave, thank the interview for their time and smile. Don't ramble, just say thanks and perhaps have a great day. DON'T ask when they'll make their decision. You can call later that week to inquire if the main interviewer neglects to tell you.

About the vacation: It's a mute point until you are offered the job. I wouldn't mention it until after you accept and set up a meeting time to sign papers (W-2 and so forth) and then let them know and ask how you can get coverage for that time. If it presents a problem, they'll let you know then.


Best of luck!

 

[jayally]

Thanks for all the great replies. I am really trying to boost my confidence. I feel this could be THE job for me- location, pay, benefits and a field I think I could make a career in.

I was frustrated in the other school jobs I applied to as there were so many applicants and I don't speak spanish, which I think was a downside for the clerk position as many of the parents are hispanic. I had forgotten I applied for this one and wrote it off because if I can't get a starting clerk job why would I get an intermediate secretarial position. I am trying to really educate myself this time but I know I can only offer ME and not try to be someone else. As far as I know, there were 6 people testing and I don't know if they all passed. From what I was told, the highest all over score gets the job. (typing, testing, interview)

I KNOW I can do anything, it is just getting that across to potential employers to give me the opportunity. I have been successful in my prior jobs but I have not had a fulltime job for so long I feel it may limit me. I was an office mg for 8 years and then quit to be home when my 2nd child was born. I don't know how much interviewers value volunteering. It truly can be like having an unpaid fulltime job. I chose to be a SAHM and think that should count for a lot as I sacraficed job opportunities and education to be there for my kids and they still appreciate it and don't want me to get a fulltime job. It sure counted for a lot when I filed for Divorce. but kids are 10 & 13 and they will both be 18 sooner than I think and then I will be in a financial quandry if I don't get my ducks in a row.