About this role
The Middle School Secretary provides administrative, clerical, organizational, and communication support for the effective daily operation of Pierson Middle School. The secretary serves as a primary point of contact for students, families, staff, visitors, and community members and plays an important role in creating a welcoming, professional, safe, and efficient school environment. The successful candidate must demonstrate confidentiality, dependability, professionalism, strong communication skills, attention to detail, and the ability to manage multiple responsibilities in a busy school setting. Essential Duties and Responsibilities
• Serve as the primary receptionist for the middle school office, greeting students, parents, staff, visitors, and community members in a professional and welcoming manner.
• Answer and route telephone calls, emails, messages, and other communications.
• Maintain accurate student records and information within the district's student information system, including enrollment, attendance, demographic information, and other required records.
• Monitor daily student attendance, including absences, tardies, early dismissals, and parent notifications.
• Communicate with parents and guardians regarding attendance, student needs, schedules, activities, and other school-related information as appropriate.
• Assist students who report to the office for illness, injury, disciplinary matters, scheduling needs, forgotten items, or other concerns and contact appropriate personnel when necessary.
• Maintain student confidentiality and appropriately handle confidential student, family, personnel, and district information.
• Assist administrators with correspondence, reports, schedules, calendars, forms, meeting materials, mailings, and other clerical duties.
• Maintain school calendars and assist with communicating building activities, events, meetings, practices, field trips, and schedule changes.
• Assist with substitute teacher and staff coverage needs, including communication with staff and administrators as needed.
• Assist with student registration, enrollment, withdrawal, transfer records, and requests for student information.
• Maintain organized electronic and paper files and ensure records are retained according to district procedures and applicable requirements.
• Assist with preparing and distributing announcements, newsletters, parent communications, permission forms, and other school information.
• Receive, sort, and distribute mail, deliveries, supplies, and other materials.
• Assist with purchasing processes, including purchase orders, invoices, receipts, deposits, activity-related transactions, and other financial documentation as assigned.
• Collect and process fees, payments, and other funds according to district procedures and internal controls.
• Assist with coordination of school activities, field trips, transportation changes, assemblies, special events, and other building operations.
• Maintain appropriate visitor procedures, including visitor check-in and communication with staff.
• Assist with student medication, health-office procedures, and student health needs only as permitted by district procedures, training, and applicable requirements.
• Assist administrators and staff during emergencies, drills, weather events, evacuations, lockdowns, and other safety situations.
• Maintain appropriate inventories of office supplies, forms, and materials and communicate purchasing needs.
• Assist teachers and other staff with reasonable clerical and administrative needs related to school operations.
• Provide administrative support related to student activities, athletics, transportation, and extracurricular events as assigned.
• Assist with end-of-year and beginning-of-year processes, including student schedules, registration materials, records, supplies, and building preparation.
• Maintain a professional, positive, and service-oriented approach when working with students, families, employees, and community members.
• Work collaboratively with district secretaries, administrators, teachers, support staff, and other departments to promote efficient district operations.
• Perform other duties and responsibilities as assigned by the K-12 Principal, Superintendent, or designee.
Qualifications Required:
• High school diploma or equivalent.
• Strong written and verbal communication skills.
• Strong organizational and time-management skills.
• Ability to maintain confidentiality.
• Ability to work independently and collaboratively.
• Ability to prioritize responsibilities and manage interruptions in a busy school environment.
• Ability to communicate professionally with students, parents, staff, and community members.
• Basic proficiency with computers, email, word processing, spreadsheets, and electronic recordkeeping systems.
• Ability and willingness to learn district software and procedures.
Preferred:
• Previous secretarial, administrative assistant, school, or office experience.
• Experience working with children or adolescents.
• Experience with school student information systems and other educational technology.
• Training or experience in bookkeeping, accounting, purchasing, or financial recordkeeping.
• First aid, CPR, or other school-related safety training.
Knowledge, Skills, and Abilities The successful employee should demonstrate:
• Excellent interpersonal and customer-service skills.
• Accuracy and attention to detail.
• Sound judgment and problem-solving abilities.
• Flexibility and adaptability.
• Dependability and punctuality.
• Ability to handle sensitive situations professionally.
• Ability to remain calm and organized during high-volume or emergency situations.
• Ability to establish positive working relationships with students, families, staff, administrators, and community members.
• Commitment to supporting the mission and goals of the Kingsley-Pierson Community School District.
Confidentiality The Middle School Secretary regularly has access to confidential student, family, personnel, financial, and district information. The employee is expected to protect confidential information and comply with applicable federal and state laws, Board policies, and district procedures regarding student and employee records. Physical and Work Requirements The employee must be able to perform the essential functions of the position with or without reasonable accommodation. Duties may require prolonged periods of sitting or computer use, standing, walking throughout the building, bending, reaching, lifting office materials and supplies, and responding promptly to student or building needs. The position requires regular interaction with students, employees, families, visitors, and members of the public and may occasionally involve stressful or emergency situations. Evaluation Performance will be evaluated in accordance with Kingsley-Pierson Community School District procedures and expectations for support staff. Terms of Employment Salary, work schedule, number of contract days, benefits, and other conditions of employment will be established by the Kingsley-Pierson Community School District Board of Education and applicable district policies and employment agreements. Equal Opportunity Kingsley-Pierson Community School District is an equal opportunity employer and will comply with applicable federal and state nondiscrimination requirements. Acknowledgment This job description is intended to describe the general nature and level of work performed by the employee assigned to this position. It is not intended to be an exhaustive list of every responsibility, duty, or skill required. Duties may be modified or assigned based on the operational needs of the district.