FT Administrative Assistant/Secretary

About the role

A school secretary works in the administrative office of an elementary school, middle school, or high school, and is responsible for performing daily clerical work. The job description of a school secretary involves interacting with students and parents, tracking attendance records, mailing school forms, and managing the school calendar.

Responsibilities

• Answers the office phone and addresses caller questions and concerns.
• Transfers calls to proper individual and/or department as needed.
• Mails student report cards, school brochures, and other necessary forms.
• Welcome visitors to the school and provides directions around the building as needed.
• Typifies up and contributes to school bulletin or newsletter.
• Aids in designing and drawing up promotional and informational materials for parents.
• Provides students with tardy slips.
• Maintains records of student absences.
• Accepts and processes tuition and school lunch payments from parents.
• Makes bank deposits.
• Sorts and distributes mail delivered to school office.
• Contacts parents in the event of student illness or behavioral issues.
• Maintains student records and files.
• Uses computer database or filing system to update records as necessary.
• Manages and updates school calendar.
• Provides administrative support to principal or other upper level administrator as needed.
• Takes dictation and transcribes documents.
• Attends office meetings and takes minutes.
• Distributes paychecks to school staff.

Requirements

• Demonstrates strong interpersonal skills.
• Maintains professional and friendly demeanor.
• Possesses excellent organizational skills.
• Is capable of managing time efficiently.
• Demonstrate ability to multi-task effectively.
• Works well with a variety of students, administrators, and parents.
• Exhibits ability to remain polite and calm when dealing with troublesome students or frustrated parents.
• Possesses basic computer skills and knowledge of word processing programs.
• Is familiar with budget and publishing software such as Quicken and Adobe.
• Demonstrates ability to think creatively.
• Possesses excellent writing and editing abilities.
• Communicates clearly and effectively.
• Is capable of handling confidential student records in a responsible fashion.
• Possesses familiarity with basic office equipment such as multi-line phones, fax machines, and scanners.