Guild - Principal Clerk/School Secretary Grade 23 (SY26-27)

Reports to: School Leader/Headmaster

About the role

Under general supervision, the School Secretary Grade 23 serves as the primary administrative support to the principal or headmaster, performing complex clerical work requiring independent judgment and utilizing current technology.

School location: 11 Charles St, Dorchester, MA 02122
School hours: 8:15 am to 3:15 pm

The workday begins fifteen (15) minutes prior to the pupils’ school day and ends no later than one (1) hour after the close of the school day (up to seven hours and fifteen minutes inclusive of break and lunch), unless excused earlier by the immediate supervisor. Employees work one week after the close of school, but no later than July 3rd.

Responsibilities

• Records Management and Confidentiality: Maintain and ensure the confidentiality of all student and teacher records, including academic transcripts, attendance, and general correspondence. Set up and manage filing systems (paper and electronic), input and monitor data, and conduct information searches.
• Communication and Correspondence: Manage all incoming and outgoing communications, including mail, email, and phone calls. Draft, type, and distribute correspondence, reports, meeting notes, newsletters, and promotional materials. Greet visitors, answer inquiries, and direct calls to appropriate personnel.
• Financial and Procurement Support: Process requisitions, order and dispense supplies, and maintain records of school funds.
• Payroll and Compensation: Prepare payroll to ensure all staff are compensated appropriately, including payment to substitutes, submitting class coverage, submitting and tracking stipend payments, and preparing the Department Time Summary (DTS).
• Student and Staff Support: Assist with student registration and discharge, manage bus changes and transportation issues, and respond to inquiries from parents, teachers, and students. Provide support with HR procedures, such as leaves and accommodations.
• Office Operations and Technology: Operate and troubleshoot office equipment (e.g., fax machines, copiers, phone systems), coordinate the flow of information, and ensure an organized and clean office space. Learn and adapt to new office technologies as they emerge.
• Event and Project Coordination: Assist in the planning and coordination of school events, meetings, and special functions (e.g., luncheons, graduation ceremonies), including preparing event materials like flyers and invitations. Contribute to committee or team projects.
• Supervision and Training: Supervise other clerical staff, providing training and orientation to new team members, and assisting staff with computer usage.
• Building and Maintenance Support: Submit work orders and building permits, and create school signage.

Qualifications

• High School diploma or equivalent.
• Basic computer skills, including word processing and email.
• Successful completion of appropriate coursework.
• Good communication skills.

Terms: Guild, Grade 23 (Refer to the Salary Compensation section on the Career Site for more information on compensation).