Elementary School Secretary

Under the direct supervision of the principal or other school administrator, this role provides clerical, secretarial, and administrative assistance to school administrators, conveying information regarding school functions and procedures, and supporting services provided to students, parents, instructional and support employees. The position also coordinates the work of other school clerical employees.

Responsibilities

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletters, handbooks) for principal or other school administrators to request or provide information about school and work-related matters, activities, and events.
• Maintains the daily/weekly/monthly calendar of the principal to coordinate scheduling of work-related appointments, activities, and meetings.
• Assists in planning and scheduling school events and activities, and maintains a calendar of school and student events (e.g., orientation, open house, field trips, sporting events, assemblies, conferences).
• Maintains documents, files, and records to provide up-to-date reference and audit trail for compliance.
• Prepares purchase orders for submission to the school district's accounting/finance office.
• Maintains inventories of supplies and materials to ensure items' availability.
• Assists visitors to the office, including students, parents, substitute teachers, and others.
• Answers telephone calls and provides information and assistance to callers.
• Distributes incoming mail appropriately and sends outgoing mail.
• Schedules appointments with students, parents, teaching staff, or others as requested.
• Evaluates situations to take appropriate action and/or direct to appropriate personnel for resolution.
• Registers new students, ensuring forms are completed, obtaining transcripts and other documentation, and entering data into the computer system regarding enrollment and student records (e.g., transportation, attendance, withdrawals).
• Responds to inquiries from students, parents, and employees, providing information, facilitating communication, and/or providing direction.
• Serves as liaison with outside organizations (e.g., transportation, food service, suppliers) to coordinate scheduling of deliveries and activities.
• Supports, guides, leads, trains, and coordinates the work of school clerical employees to assist with administrative functions.
• Performs other related duties as assigned to ensure the efficient and effective functioning of the school.

Requirements

• Ability to describe problems and communicate orally or in writing to supervisors as required.
• Ability to establish and maintain cooperative working relationships with others.
• Ability to carry out instructions furnished in written or oral form.
• Ability to perform arithmetic operations (add, subtract, multiply, and divide).
• Ability to understand, apply, and use personal computers and software applications (e.g., word processing, spreadsheets, Google applications).
• Ability to problem-solve job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees, and others.
• Organizational and time management skills.
• Knowledge of office management procedures.
• Works in standard office and school building environments.

Qualifications

• Any combination of education and experience providing the required skill and knowledge for successful performance.
• Typical qualifications include graduation from high school.
• Associate’s degree with coursework in business, math, word processing, office procedures, and record keeping preferred.
• Bachelor’s degree preferred.
• Shorthand or speed writing skills desirable.
• Successful experience with office management preferred.

Benefits

• Sick days and personal days.
• Medical, dental, vision, and life insurance.
• Retirement plans.

Pay

Base salary no less than $32,000; increased based on experience and qualifications.