PHS/TXW Campus Secretary-Port Arthur

Position Summary

The Campus Secretary provides administrative and secretarial support for the Campus Director/Headmaster and department. Duties include typing, filing, scheduling, financial record keeping, coordination of meetings and conferences, obtaining supplies, coordinating direct mailings, and working on special projects. Also, answering non-routine correspondence and assembling highly confidential and sensitive information.

Responsibilities and Duties

• Aid parents in completing Enrollment forms and ensure Cumulative Record folders are completed according to state and school requirements.
• Communicate effectively with Parents and corporate staff via email, telephone, fax, and in person in a professional manner.
• Aid with reports for the school, faxes or emails reports to the appropriate corporate staff.
• Ensure timesheets are completed daily and sent to corporate staff prior to each payday.
• Avoid curriculum order is compiled and sent to corporate staff.
• Maintain Student Attendance Records and fax these to the Public Education Information Management System (PEIMS) Coordinator.
• Ensure appropriate enrollment forms are completed and sent to the PEIMS Coordinator in a timely manner.
• Track students who leave or withdraw from the school and ensure appropriate documentation of leave codes.
• Greet visitors, determine the nature of their business, and direct visitors to the appropriate destination.
• Talk with students encountering problems, resolve problems, or direct students to teachers or Campus Director.
• Answer telephones to provide information, take messages, or transfer calls to the appropriate staff and/or department.
• Accept, track, and deposit funds for lunches, school supplies, and student activities.
• Organize and manage the meal program to follow federal and state guidelines.
• Prepare the daily and monthly reports and email reports to the appropriate corporate staff.
• Disburse funds, record financial transactions, and audit and balance student organization and other school fund accounts.
• Maintain calendar of school events.
• Compile transcripts for students.
• Assist with assemblies.
• Perform special projects, during and after normal business hours, and other duties as assigned.

Qualifications

• Education/Certification: 1 year certificate from college OR technical school
• Experience: 2+ years of experience in working within an office environment.
• 2+ years of experience working with the Google and Microsoft Office suite of applications
• 2 years of related experience and/or training; or equivalent combination of education and experience.

Required Knowledge, Skills, and Abilities (KSAs)

• Able to alphanumerically and chronologically file documents, develop office procedures, and follow directions.
• Able to handle confidential information in a professional and secure manner.
• Able to answer phones, take messages, and direct others to the appropriate staff and/or department.
• Able to type 60+ WPM.
• Able to work office equipment.
• Able to disseminate information according to ResponsiveEd, State, and Federal Guidelines.
• Excellent verbal and written communication skills.
• Able to learn customized computer programs.
• Able to communicate effectively verbally and in writing with staff, students, and parents.
• Able to manage multiple priorities effectively.
• Able to develop and maintain effective working relationships.
• Able to travel as necessary.