Elementary Principals Secretary

This posting closes at 3:00 pm on the date listed above.

About the Role

Under the supervision of the Elementary School Principal, the Elementary Principal Secretary is responsible for all student accounts, payroll, and the courteous and efficient operation of the school office. Responsible for the handling of student, faculty, and patron issues.

Responsibilities

• Administrative:
  • Maintains school continuity when Principal is out of the building.
  • Assists Principal in implementing decisions concerning students, staff, and patrons concerns and needs.
  • Assists with school emergencies and school closures.
  • Helps coordinate school emergency and evacuation procedures.
  • Maintains appropriate confidentiality.
• School Communications:
  • Assists students before and after school.
  • Helps locate parents/guardians who have forgotten to pick up their children.
  • Works with District personnel, teachers, staff, patrons, and students, keeping them aware of calendars, schedules, and events through e-mail, daily bulletins, flyers, memos, notices, and Parent Link.
  • Assists district, PTA, School Community Councils, Business partners, patrons, volunteers, and outside agencies in student and school affairs.
  • Coordinates with district transportation department on busing issues.
• Secretarial Functions:
  • Answers phones, takes messages, assists students and teachers with phone calls.
  • Prepares school handbook, first day packets, and faculty policy manual.
  • Maintains calendars.
  • Assists teachers in scheduling SEP conference time.
  • Assists in coordination of building usage, assemblies, and workshops.
  • Prepares weekly or monthly school newsletter.
  • Handles school correspondence and agendas.
  • Distributes district and other mail.
  • Assists teachers in coordinating field trips.
  • May be asked to attend faculty and other school meetings as needed.
  • Files and stores school records.
  • Orders and types student awards.
  • Orders printing (certificates, report cards, attendance cards, etc.).
• School Finances and Records:
  • Assists principal in maintaining and monitoring all school budgets (local, district, state, and federal).
  • Collects receipts and prepares deposits for all school funds.
  • Processes and distributes checks for all school accounts payable.
  • Reconciles bank account monthly and prepares reports for school and District.
  • Prepares and is accountable for an annual audit.
  • Tracks returned checks.
  • Calculates and remits sales taxes and unclaimed property reports.
• Equipment, Facilities, and Supplies:
  • Places orders for equipment, supplies, and repairs and processes paperwork for purchases.
  • Responsible for distribution of supplies.
  • Tracks school property and fixed assets, accountable to a yearly inventory.
• Student Accounting, Enrollment, Attendance, and Records:
  • Prepares time and attendance, other payroll reports, and human resource documents.
  • Assists teachers with Substitute Teacher System and/or finding emergency substitutes.
  • Registers students, sends for student records, and notifies staff members of special needs (ESL, resource, speech, medical alerts, custody concerns, homeless, etc.).
  • Assists with daily and monthly student attendance procedures.
  • Processes transfer of outgoing student and forwards cumulative folders.
  • Keeps student files and records updated.
  • Tracks immunization through recording and reporting.
  • Assists with Kindergarten registration.
• First Aid/Medication for Students:
  • Handles medical emergencies, accidents, and illnesses.
  • Administers first aid, notifies parent or guardian, and completes necessary paperwork.
  • Responsible for following appropriate medication procedures.
  • Assists with lice checks.
  • Responsible for yearly medication training.
• Property Management:
  • Schedules building rentals.
  • Responsible for key security procedures.
  • Maintains and resolves problems with office machines and trains others to use them.
• Non-Essential Functions:
  • Other duties as assigned.

Requirements

• Must have working knowledge of district policies and procedures relevant to elementary schools.
• Strong computer skills such as spreadsheets, PowerPoint, databases, word processing (55 wpm), etc.
• Excellent written and oral communication skills with the ability to check written communications for spelling, grammar, punctuation, correct sentence, and paragraph structure.
• Requires strong problem-solving and analytical skills.
• Requires bookkeeping, budgeting, payroll, and accounting skills.
• QSS/QCC and Focus skills preferred.
• Ability to deal with people in a professional manner which shows sensitivity, tact, and professionalism.
• Ability to work effectively with others in circumstances that may include some stress.
• Ability to organize work and materials.
• Ability to maintain confidentiality of district, employee, and other information.
• Must have a basic knowledge of CPR and First Aid.
• Ability to operate a variety of office machines.

Qualifications

• High School diploma or equivalent required.
• Type test of 55 wpm or better preferred.
• Yearly updates for medication and CPR certification and training.
• Two years of full-time secretarial work experience preferred.

Pay

Secretary Salary Schedule, Lane Placement D8, 10.5-month contract.

Working Environment

• Possible exposure to bodily fluids, illnesses, and head lice.
• Limited space for personnel, machines, storage, and office equipment.
• Frequent interruptions during tasks that require accuracy and concentration to complete.
• Some stress from carrying out medical procedures for ill or injured students, dealing with emergency situations, and demanding, angry, and/or threatening individuals.

Physical Demands

• Requires the ability to sit, stand, walk, stoop, kneel, crouch, or crawl.
• Ability to reach with hands and arms, use hands to finger, handle, or feel.
• Ability to talk or hear.
• Vision abilities include close vision, distance vision, color vision, and ability to focus.
• Physical demands require moving and lifting supplies, equipment, etc. up to 25 pounds and occasionally lift and/or move up to 50 pounds.