Principal Secretary

Job Summary

Support the efficient operation of the school office by providing various clerical and administrative services in a professional manner. Essential duties and responsibilities may vary from school to school and may include all or part of the following.

Essential Duties And Responsibilities

• Monitor and process all expenditure from the general fund and executory/activity accounts including deposits, Quickbook data entry, warehouse orders, bill payment, etc.
• Complete other miscellaneous duties including receive/process orders, answer questions and perform general record keeping duties.
• Reconcile p-card statements, maintain petty cash fund, complete quarterly sales tax reports.
• Oversee the financial activities of the special tuition program including receive payment, issue receipts, forward deposits to district office, maintain ledger and follow up on delinquent accounts.
• Type/word process and operate office equipment to produce business correspondence including memos, letters, newsletters, accountability reports, emails and other documents.
• Create/update the calling tree, staff roster, course master, team configurations, staff & student handbooks and staff evaluations and observations.
• Ensure daily functions of the school office are completed by assisting the principal trouble-shooting office equipment and/or calling in for service, keeping an inventory of related office supplies, developing schedules for front office staff, providing coverage where needed, screening calls to the principal and maintaining a positive work environment.
• Monitor playground during recess.
• Perform annual inventory of office equipment.
• Plan, organize and supervise various school events including meetings, assemblies, Honor Roll programs, staff recognition and other miscellaneous events to include procurement of gifts and food for staff and honor students.
• Follow district policy/procedures regarding staff attendance, request substitutes, process related absence forms, provide account numbers or route to appropriate department and assist in obtaining class coverage when substitutes are not available.
• Compile, locate and retrieve emergency lesson plans, generate attendance sheets and brief substitutes.
• Assist parents with registration and withdrawal of students.
• Maintain and follow district policies regarding student records and student information database.
• Provide coverage in the health clinic when the Nurse/Health Aide is part-time or during lunch or other breaks. Maintain log of students visiting the clinic, administer and log medication, administer first aid, care for sick children and contact parents as needed.
• Greet and relate to patrons, colleagues, visitors and students. Serve as receptionist including: receive and route calls/messages; screen unexpected callers; and assist visitors (i.e. answer questions, provide directions, etc.)
• Process and distribute mail.
• Oversee after-school activities including providing information to parents, locating students in building, processing related staff paperwork.
• Complete accurate daily attendance records including place and receive phone calls, complete attendance data entry, maintain log of early releases, tardy and generate related reports.
• Perform various duties involving student discipline including enter student discipline data, mail home forms, contact parents and monitor, assist and obtain work for students.
• Perform various duties involving student academic achievements/standing to include generating and mailing letters to parents and generating various reports to teachers and counselors.
• Assist the principal by completing various human resource activities including scheduling interviews, assist with interviews as needed and process the appropriate district forms related to employee employment.
• Perform district required activities to complete the October Count, verify military cards, and attendance forms and generate related reports.
• Perform other duties as assigned.

Education, Training And Experience

• High school diploma or equivalent.
• Two - three years secretarial experience in an office environment.
• Basic computer knowledge including word processing, typing and bookkeeping skills.
• Must be able to troubleshoot office equipment.
• Ability to promote and follow Board of Education Coherent Governance Policies, District Policies and building and department procedures; communicate, interact, and work effectively and cooperatively with people from diverse ethnic and educational backgrounds; and recognize the importance of safety in the workplace, follow safety rules, practice safe work habits, utilize appropriate safety equipment, and report unsafe conditions to the appropriate administrator.
• CPR and First Aid preferred.
• The employee must occasionally lift and/or move up to 25 pounds.
• Criminal background check and District fingerprinting required.

Note: Applicants who upload a copy of their transcripts or certifications to their application may choose to redact any dates included on the transcripts or certifications, including date of birth and dates of attendance/graduation/completion. An un-redacted copy will be requested if an employment offer is extended. In addition, submitted resumés may also exclude dates of attendance or graduation for high school and/or post-secondary education.

FLSA: Non-Exempt

This response is AI-generated, for reference only.