Building Secretary

About the role

Performs a variety of clerical and secretarial duties for the efficient and effective operation of office functions. Coordinates office and other activities for the betterment of students, instructional staff, support staff, as well as parents and members of the community. Greets, helps, and directs students and visitors, answers phones, takes attendance, and keeps records, monitoring for excessive absences and truancies. Reports to the Principal. Full-time, 12‑month position, 7.5 hours per day. Probationary period of 120 days. FLSA non‑exempt.

Responsibilities

• Assist in recording student attendance and daily attendance reports
• Assist in the coordination and implementation of security measures to ensure the safety of students, staff, and school community members
• Contact parents/emergency contacts when needed and appropriate
• Contact parents of students who have not reported to school by the designated time
• Receive, screen, route, or reply to all phone, mail, and email communications
• Schedule appointments and maintain calendars for meetings, conferences, and building/program use
• Coordinate a variety of office functions and communications; prepare and accurately maintain reports, records, and files related to students, staff, operations, and activities
• Maintain records for visitors to the building and student check‑ins and check‑outs
• Prepare statistical and routine reports, memoranda, bulletins, etc.
• Coordinate maintenance, repair, and supplies for copy machine, fax machine, and other office equipment
• Use EMIS for registration, etc.
• Assist with building the purchase order process, including requisitions, supply, and inventory
• Maintain student EMIS information (e.g., change of address, phone number, guardian, medical history) in the student management and learning management systems
• Make contacts with the public with tact and diplomacy
• Maintain respect for confidential information
• Interact positively with staff, students, and parents
• Attend meetings and in‑services as required
• Promote good public relations and customer service
• Respond to routine questions and requests appropriately
• Prepare supply, material, and equipment requisitions
• Coordinate building testing programs as requested by the building supervisor
• Assist with student scheduling
• Issue appropriate passes to students
• Provide AESOP assistance as requested
• Assist with student handbook as appropriate
• Prepare academic progress reports
• Order and distribute departmental and individual classroom supplies, teacher and student handbooks
• Perform other duties as assigned by the building administrator or Superintendent
• Adhere to workplace safety and health standards, including exposure to blood, bodily fluids, loud noises, and unruly children; maintain an alcohol‑ and drug‑free workplace

Requirements

• High school diploma or general education degree (GED)
• One to two years of related experience

Skills

• Ability to work effectively and positively with others
• Communicate ideas and directives clearly and effectively, both orally and in writing
• Effective active listening skills
• Organizational, time management, and problem‑solving skills
• Ability to generate correspondence and work independently
• Ability to operate office equipment (e.g., copier, fax, calculator, computer/printer, telephone/cellular phone, postage machine, and other office equipment as needed)
• Computer skills
• Multitasking skills
• Ability to utilize appropriate computer software and programs
• Knowledge of modern office practices, procedures, and equipment
• Ability to prioritize and complete job assignments
• Ability to communicate with all types of people
• Understand and perform duties within the scope of authority