About this role
Position Title: Substitute Secretary Reports To: Building Principal / Department Supervisor Position Summary: The Substitute Secretary provides temporary clerical and administrative support in the absence of the regular secretary. This position ensures the efficient operation of the school office while maintaining a professional, welcoming, and confidential environment for students, staff, and families. Essential Duties and Responsibilities:
• Provide front office coverage, including greeting visitors, staff, and students in a professional manner
• Answer and direct phone calls; take and relay messages accurately
• Perform general clerical duties such as filing, copying, scanning, and data entry
• Assist with attendance, student sign-in/sign-out, and daily record keeping
• Maintain confidentiality of student and staff information in accordance with district policies and FERPA
• Utilize district systems (e.g., student information systems, email, scheduling tools) as needed
• Support communication with parents/guardians via phone, email, or written correspondence
• Assist with preparation of materials, reports, and correspondence
• Manage incoming and outgoing mail and deliveries
• Provide support for building-level needs as directed by administration
Qualifications:
• High school diploma or equivalent required
• Prior clerical or office experience preferred, especially in a school setting
• Proficiency in Microsoft Office (Word, Excel, Outlook) and basic office technology
• Strong organizational, communication, and interpersonal skills
• Ability to multitask and work in a fast-paced environment
• Ability to maintain strict confidentiality
• Customer-service oriented mindset
Working Conditions:
• Fast-paced school office environment
• Frequent interruptions and need for flexibility
• Interaction with students, staff, parents, and community members
Physical Requirements:
• Ability to sit and stand for extended periods
• Ability to lift and carry light materials (up to 25 lbs)
• Manual dexterity for operating office equipment
Additional Requirements:
• Must meet all state and district clearances (e.g., background checks, child abuse clearance, FBI fingerprinting)
• Ability to follow district policies and procedures