School Secretary

About the role

The School Secretary supports the school or department, providing full administrative assistance and secretarial service. Duties include answering the telephone, taking messages, greeting visitors, composing and typing correspondence, maintaining student records, and managing office operations.

Responsibilities

• Answers telephone, provides information to callers, takes messages, forwards phone calls as appropriate, greets visitors to building courteously, determines their needs, and provides information or directions
• Affords secretarial, informational, and emotional support to parents and students
• Composes, performs, and types routine correspondence and reports and updates lists
• Confirms appointments and meetings
• Contacts parents and students regarding absences from school
• Develops and implements office procedures and methods to ensure the efficiency of office operations
• Maintains a complete set of accurate and timely student records containing data such as grades, credits, GPA, names, addresses, telephone numbers, immunization history, correspondence, etc.
• Maintains office filing systems
• Maintains responsibility for the clerical operations of a departmental office
• Maintains various databases and reports
• Interprets and explains district rules, regulations, and procedures to the public
• Performs a variety of bookkeeping procedures and tracks various district accounts; reconciles accounts and records; maintains/prepares budget records and summaries
• Performs a variety of duties using various types of office equipment
• Performs routine typing activities related to departmental functions
• Prepares and processes reports which require research, computation, and compilation
• Prepares requests for room reservations, room arrangements, and equipment
• Processes and inputs data for student registration/schedules
• Provides back up assistance to other office staff
• Sets up, files, and sorts a variety of documents, to include sensitive and confidential information
• Takes dictation for official meetings, prepares minutes and handles confidential or sensitive documents and correspondence

Requirements

The ideal candidate should have a high school diploma or equivalent, and possess strong communication, organizational, and interpersonal skills. Proficiency in Microsoft Office applications is preferred.

Qualifications

Desired qualifications include knowledge of Special Education, other educational programming, and associated legal requirements as related to the needs of the students assigned to the teacher.

Skills

• Adaptable to changing technologies and new equipment
• Effective verbal and written communication
• Proficient in creating, accessing, inputting, retrieving, and manipulating information in various software systems
• Excellent organizational and time management skills
• Ability to work independently without direct supervision
• Positive attitude and commitment to the education of students
• Knowledge of office methods and procedures including appropriate telephone etiquette
• Understanding of data privacy laws and their implications for the educational community
• Willingness to participate in ongoing training

Benefits

The successful candidate will be eligible for benefits including health insurance, retirement plans, and paid time off.