School Office Main Secretary
School Office Main Secretary
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Job Description
School Office Main Secretary
Position: School Office MainSecretary
Immediate Supervisor: Building Principal
Starting Pay:$17.50/HR
Position Purpose
Under the direct supervision of the principal or other school administrator to provide clerical secretarial and administrative assistance to school administrators at a school site conveying information regarding school functions and procedures; and supporting the broad array of services provided to students parents instructional and support employees; and to coordinate work of other school clerical employees.
Essential Functions
- Composes documents (e.g. notices correspondence bulletins reports newsletter handbooks) for principal or other school administrators for the purpose of requesting or providing information about school and work-related matters activities events etc.
- Maintains the daily/weekly/monthly calendar of the principal for the purpose of coordinating the scheduling of work-related appointments activities meetings etc.
- Assists in planning and scheduling school events and activities and maintaining calendar of school and students events for the purpose of coordinating and scheduling events such as orientation open house field trips sporting events assemblies conferences etc.
- Maintains documents files and records for the purpose of providing up-to-date reference and audit trail for compliance.
- Prepare purchase orders for the purpose of submitting to the school districts accounting/finance office.
- Maintains inventories of supplies and materials for the purpose of ensuring items availability.
- Assists visitors to the office including students parents substitutes teachers and others.
- Answers telephone calls and provide information and assistance to callers.
- Distributes incoming mail appropriately; sends outgoing mail.
- Schedules appointments with students parents and teaching staff or others as requested.
- Evaluates situations for the purpose of taking appropriate action and/or directing to appropriate personnel for resolution.
- Registers new students making sure forms are completed obtaining transcripts and other documentation as needed and entering data into computer system regarding enrollment and student records (e.g. transportation attendance withdrawals).
- Responds to inquiries from students parents and employees providing information facilitating communication among parties and/or providing direction.
- Serves as liaison with outside organizations (e.g. transportation food service suppliers) for the purpose of coordinating the scheduling of deliveries activities etc.
- Supports guides leads trains and coordinates work of school clerical employees for the purpose of providing assistance with administrative functions.
Additional Duties:Performs other related duties as assigned for the purpose of ensuring the efficient and effective functioning of the school.
Note: The above description is illustrative of tasks and responsibilities. It is not meant to be all inclusive of every task or responsibility.
Equipment:Uses standard office equipment such as personal computer copy machine fax machine telephone.
Knowledge Skills and Abilities
- Ability to describe problems and work orally or in writing to supervisor as required.
- Ability to establish and maintain cooperative working relationships with others contacted in the course of work.
- Ability to carry out instructions furnished in written or oral form.
- Ability to add subtract multiply and divide and perform arithmetic operations.
- Ability to understand apply and use personal computers and software applications (e.g. Word Excel Powerpoint the Internet Outlook electronic mail).
- Ability to problem solve 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.
- Organizational and time management skills.
- Knowledge of office management procedures.
Working Conditions
- Works in standard office and school building environments.
- Must be able to work regularly scheduled hours.
- Must be able to handle stress.
Qualification Profile:Any combination of education and experience that demonstrates the necessary skills and knowledge for successful performance will be considered qualifying. Typical qualifications would include:
Graduation from high school
Associates degree preferred with coursework in business mathematics word processing office procedures and record keeping
Bachelors degree preferred
Shorthand or speed writing skills are a plus
Prior experience in office management is preferred
Employment Type
Full-Time
