School Secretary

About the Role

Under the direct supervision of the principal or other school administrator, this position provides clerical, secretarial, and administrative assistance to school administrators. Responsibilities include conveying information about school functions and procedures, supporting services for students, parents, and staff, and coordinating the work of other school clerical employees.

Responsibilities

• Composes documents (e.g., notices, correspondence, bulletins, reports, newsletters, handbooks) for school administrators to request or provide information about school-related matters, activities, and events.
• Maintains the principal’s daily, weekly, and monthly calendar to coordinate scheduling of appointments, activities, and meetings.
• Assists in planning and scheduling school events (e.g., orientation, open house, field trips, sporting events, assemblies, conferences) and maintains a calendar of school and student events.
• Maintains documents, files, and records to ensure up-to-date reference and compliance with audit trails.
• Prepares purchase orders for submission to the school district’s accounting/finance office.
• Maintains inventories of supplies and materials to ensure availability.
• Assists office visitors, including students, parents, substitute teachers, and others.
• Answers telephone calls and provides information or assistance to callers.
• Distributes incoming mail and sends outgoing mail.
• Schedules appointments with students, parents, teaching staff, or others as requested.
• Evaluates situations to determine appropriate actions or direct issues to relevant personnel for resolution.
• Registers new students, ensuring completion of forms, obtaining transcripts, and entering data into the computer system (e.g., transportation, attendance, withdrawals).
• Responds to inquiries from students, parents, and employees, providing information, facilitating communication, or offering direction.
• Serves as a liaison with outside organizations (e.g., transportation, food service, suppliers) to coordinate deliveries and activities.
• Supports, guides, trains, and coordinates the work of school clerical employees to assist with administrative functions.
• Performs other related duties as assigned to ensure the efficient functioning of the school.

Equipment and Travel

• Uses standard office equipment such as personal computers, copy machines, fax machines, and telephones.
• Limited travel to and from meetings may be required.

Requirements

• Ability to describe problems and communicate orally or in writing to supervisors as required.
• Ability to establish and maintain cooperative working relationships with others.
• Ability to follow written or oral instructions.
• Proficiency in basic arithmetic operations (addition, subtraction, multiplication, division).
• Ability to use personal computers and software applications (e.g., Word, Excel, PowerPoint, Internet, Outlook, email).
• Problem-solving skills for job-related issues.
• Ability to work with a diverse group of individuals.
• Ability to process paperwork accurately according to standardized procedures.
• Ability to maintain confidentiality of information regarding students, employees, and others.
• Strong organizational and time management skills.
• Knowledge of office management procedures.

Physical and Mental Demands

• Works in standard office and school building environments.
• Ability to work outdoors during outdoor student activities.

Qualifications

Any combination of education and experience providing the required skills and knowledge for successful performance is qualifying. Typical qualifications include:

• Graduation from high school.
• Successful experience with office management preferred.

FLSA Status: Non-exempt