About this role
Primary Purpose
Ensure efficient operation of the school administrative office and provide clerical services for the school's administrative staff.
Qualifications
Education/Certification
High school diploma or GED
Special Knowledge/Skills
Proficient word processing and file maintenance skills
Effective organizational, communication, and interpersonal skills
Positive attitude and ability to work under stressful or busy conditions
Ability to use a personal computer and software to develop spreadsheets, databases, and do word processing
Knowledge of basic accounting principles
Experience
Secretarial experience, preferably in a public education environment
Major Responsibilities and Duties
Records, Reports, and Correspondence
- Prepare written correspondence, forms, schedules, or reports using personal computer.
- Prepare instructional materials, meeting agendas, honor rolls, and campus communication as requested, using personal computer.
- Maintain a daily teacher attendance log and records for substitute teachers.
- Monitor and process personnel time records, including leave requests and reports. Compile information and submit it to the central office by established deadlines.
- Maintain school calendar of events.
Reception and Phones
- Schedule meetings and appointments and maintain the principal's calendar.
- Greet and direct campus visitors. Maintain a visitor log and issue visitor passes.
- Assist students, teachers, and parents as needed.
- Assist with receiving and distributing student materials, including homework requests.
- Receive incoming calls, take messages, and route them to the appropriate staff.
- Receive, sort, and distribute mail, messages, documents, and other deliveries.
Files
- Maintain physical and computerized files including mailing lists, student records, visitor logs, and office communication.
- Update handbooks, policy manuals, and other documents as assigned.
Accounting and Inventory
- Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
- Receive, store, and issue supplies and equipment.
- Assist with coordination of faculty meetings and campus activities.
- Assist with campus budget preparation.
- Maintain inventory of fixed assets, equipment, and supplies.
Other
- Assist with preparation of materials for mailing, including preparing labels, stuffing envelopes, etc.
- Administer medication to students, check temperatures, and notify parents of student illness in nurse's absence.
- Provide clerical assistance as needed.
- Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
- Ability to read and write correspondence. Ability to effectively respond to questions from administrators, faculty, parents, students, and the community. Strong communication, public relations, and interpersonal skills.
- Maintain confidentiality.
Supervisory Responsibilities
None.
Equipment Used
Personal computer and peripherals, copier, fax machine, and calculator. Bell system and intercom.
Mental Demands/Physical Demands/Environmental Factors
Maintain emotional control under stress; work with frequent interruptions. Repetitive hand motions; prolonged use of computer and phones. May work irregular and/or prolonged hours.