Job Title: Principal’s Secretary
Credentials: None required for this position.
Education: High school diploma or GED and specialized vocational experience in or after high school in computers, bookkeeping and basic office skills.
Training or experience required: 2-3 years of secretarial experience. Minimum of 1 year with computer experience using word processing, databases, and spreadsheets. Minimum of 1 year working in a school system is preferred.
Reports to: Building Administrator
Contract: 205 days
Salary Schedule: Secretary 1
FLSA Classification: Non-exempt
Essential Job Functions:
Effectively manage all communications between students, parents, school personnel, and other staff. Type on computer, word processor, or typewriter from rough draft or from other transcription devices.
Compose and prepare/compile documents, reports and communications. Such reports include but are not limited to attendance, lunch count, lunch records, attendance records, state reports, office correspondence, purchase orders, honor rolls, ineligibility lists, etc.
Assist with registrar's function including enrolling or transferring students, creating/preparing transcripts upon request, requesting/transferring transcripts, student files, etc. Compute cumulative grade point averages for juniors and seniors. Updates transcripts with student grades. Work with principal, assistant principal and counselors concerning problems with transcripts and credits.
Assist with taking temperatures, care of minor injuries, calling parents for ill students.
Receive visitors, handles telephone calls, and provides assistance or technical information concerning policies, procedures, and other details. Take and deliver messages. May assist in opening and distributing mail.
Assist with getting substitutes; providing orientation, and handling paychecks. Prepare timesheets and payroll and may be required to input data into manual or electronic records.
May assist with inventory and purchasing and simple bookkeeping activities and prepares necessary accounting and purchase order reports.
May operate two-way radio and intercom to dispatch information.
Organize and maintain various files including confidential and tickler files.
Schedule meetings and make sure all information and arrangements are complete.
Operate modern office equipment including a computer and must have knowledge of both word-processing and spreadsheet software applications.
Handle travel arrangements, appointments, and schedules. Prepare travel and expense reports as necessary. May monitor petty cash funds.
Perform other duties as assigned.
Knowledge, Skills, & Abilities:
Successful performance of the job requires good customer service/people skills and to handle problems and provide information and technical assistance as requested. It requires complying with safety guidelines and policies to reduce accident or injury to staff or to students. It requires following school dress standards, proper attendance or leave policies, and other work-habits concerns for staff. Creativity, initiative and effective problem solving are critical to the success of the position.Help manage the computerization of school district operations. Provide training and support to district staff in the use of administrative computer systems. Perform such tasks to the ultimate benefit of the educational program. An incumbent in this position will utilize discretion, ingenuity and independent judgment due to the complexity of the job. Since there may be several ways to solve a problem, an incumbent is free to choose the solution.