High School Secretary (School Term)

About the role

Operate the school office in a friendly, systematic, orderly, and business-like manner while adhering to all local, state, and federal regulations, as well as rules set forth by the Poplar Bluff Board of Education. The secondary school secretary reports directly to the building principals and counselors.

Responsibilities

• Handle official correspondence of the school.
• Transcribe student records to the permanent record and maintain accurate files of correspondence, inventories, and school records.
• Train and supervise office assistants.
• Work closely with counselors to secure schedule changes and maintain permanent records on all students.
• Prepare transcripts for students entering college at semester and end of year.
• Assist assistant principals with discipline and attendance correspondence.
• Type correspondence, file documents, and greet visitors.
• Assist teachers and principals in various tasks, including contacting absentees.
• Answer incoming phone calls, make appointments for principals and assistant principals, and relay messages to students, teachers, and other personnel.
• Act as school treasurer, accounting for all funds pertaining to the school and students under the supervision of the principals.
• Conduct office business in the principal’s absence.
• Greet parents, salesmen, and solicitors.
• Request teaching and maintenance supplies from the Central Office or warehouse.
• Call the maintenance office for needed repairs.
• Prepare transcripts for transferring students and request transcripts for new students.
• Prepare monthly and yearly attendance reports.
• Ensure classified personnel time sheets are sent to the business office.
• Prepare purchase orders and requisitions as required.
• File and maintain all student records, keeping them current and accurate.
• Keep accurate and up-to-date student schedules, including drops and absences.
• Assist in making annual reports for the North Central Association, if required.
• Accept, record, and deposit all sales, receipts, and bank deposits.
• Check on ill students when the nurse is unavailable and contact parents for permission to dismiss students.
• File claims for school insurance.
• Check in received items, deliver them to teachers, and notify the central office to pay purchase orders.
• Maintain an accurate file of all business matters pertaining to the office.
• Perform any other duties assigned by principals or assistant principals.

Requirements

• Typing skills and literacy in computer operation.
• Ability to keep an accurate set of books for the school’s activity fund, indicating all receipts and expenditures.
• Proficiency in operating all office equipment.
• Ability to meet the public in a friendly and courteous manner.

Essential Functions

• Lift and carry boxes of paper or equipment weighing approximately 20 pounds.
• Climb and work from ladders, step stools, and stairs.
• Dexterous use of both hands to operate computers, typewriters, and related office equipment.
• Clear communication with teachers, students, administrators, staff, and the public, both orally and in writing.
• Ability to read, understand, and follow written orders and instructions.
• Understand and follow up on oral and telephone-delivered orders and instructions.