Secretary to Elementary Principal

Primary Purpose:

Ensures efficient operation of the school administrative office and provides clerical support for the schools administrative staff.

Qualifications:

Education and Certification

• High school diploma or equivalent

Experience

• One (1) year of secretarial experience preferably in a public education environment

Knowledge and Skills

• Ability to handle multiple tasks
• Proficient skills in keyboarding word processing and file maintenance
• Proficiency in using personal computers and software for word processing spreadsheet creation and database management with strong experience in Microsoft Office (Word Excel PowerPoint) and Google Workspace (Docs Sheets Slides) and familiarity with district-specific network systems.
• Excellent organizational communication (written and verbal) and interpersonal skills
• Knowledge of basic accounting principles
• Ability to exercise good judgment in handling confidential information

Key Responsibilities:

Administrative Support and Communication:

• Prepare written correspondence forms schedules or reports using a personal computer.
• Prepare instructional materials meeting agendas honor rolls student/staff reports and campus communication as requested using a personal computer.
• Schedule meetings and appointments and maintain calendar for principal.
• Receive incoming calls take reliable messages and route to appropriate staff.
• Assist students teachers staff and parents as needed.
• Sort distribute or deliver mail and other documents.

Record Keeping and Data Management:

• Maintain a daily teacher attendance log and records for substitute teachers.
• Maintain physical and computerized files including mailing lists student records visitor logs and office communication.
• Enter student immunization records; in the absence of campus R.N. administer authorized medication to students check temperatures and notify parents of student illness.

Time and Personnel Management:

• Monitor and process personnel time accounting records including leave requests and reports; compile information and submit to central office according to established deadlines.

Financial and Budget Support:

• Perform routine bookkeeping tasks including simple arithmetic operations to maintain campus budget records.
• Prepare and process purchase orders.
• Receive store and issue supplies and equipment.
• Prepare and make cash deposits for activity account(s); may be responsible for maintenance of activity checkbook(s) and ledger(s).
• Assist with campus budget preparation.

Campus Operations and Event Coordination:

• Maintain school calendar of events.
• Assist with coordination of faculty meetings and campus activities.
• Maintain inventory of fixed assets equipment and supplies.

Document Management:

• Update handbooks policy manuals and other documents as assigned.

Additional Responsibilities:

• Adhere to all district policies procedures and expectations as outlined in the employee handbook and administrative regulations.
• Follow district safety protocols and emergency procedures.
• Participate in professional development faculty/department meetings and special events as assigned.
• Perform additional duties as assigned to support the mission and goals of the campus and district.

Supervisory Responsibilities:

• None

Mental Demands/Physical Demands/Environmental Factors:

Tools and Equipment Used: Standard office equipment including personal computer and peripherals

Posture: Prolonged sitting; occasional bending/stooping pushing/pulling and twisting

Motion: Repetitive hand motions including frequent keyboarding and use of mouse; occasional reaching

Lifting: Occasional light lifting and carrying (less than 15 pounds)

Environment: May work prolonged or irregular hours; occasional district-wide and statewide travel

Mental Demands: Work with frequent interruptions; maintain emotional control under stress

This document describes the general purpose and responsibilities assigned to this job and is not an exhaustive list of all responsibilities and duties that may be assigned or skills that may be required.

Required Experience:

Junior IC