School Secretary

 

 

JOB TITLE:                                             SCHOOL SECRETARY                                    
DEPARTMENT:                                        Altar Valley Middle School
REPORTS TO:                                         Principal
FLSA STATUS:                                        Non-Exempt
SUPERVISORY DUTIES:                        None
HOURLY RATE:                                        $14.00 - $17.75 

 
SUMMARY:  Provides confidential secretarial support to school principal, parents, students and staff.
 
ESSENTIAL DUTIES & RESPONSIBILITIES:

• Greets visitors, receives phone calls, determining which are priority matters and alerts administrator accordingly.
• Manages administrator’s schedule, calendar and e-mail including making registration and travel arrangements.
• Distributes, composes and creates correspondence such as reports, meeting minutes, announcements, bulletins, grants, evaluations, flyers, brochures and policy guidelines.
• Orders office and instructional supplies and maintains records of purchase orders, invoices and requisitions.
• Assist in tracking district programs, departmental budgets or grants.
• Maintains correspondence, personnel files and other information files.
• Manages mail through sorting, distributing, prioritizing and preparing bulk mail as needed.
• Researches a wide variety of information, providing information to administrators, teachers and staff.
• Serve as a backup and assists other office positions when needed.
• Monitors and maintains time entry system attendance and related time keeping systems for school staff.
• Submits and monitors various requests to other departments such as maintenance work orders, print shop requests, transportation needs, technology work orders and rental requests.
• Responds to emergency situations and communicates to the administrator.
• Diffuses potentially confrontational or volatile situations.
• Manages the registration and withdrawal of students, including assignment of class and bus routes.
• Manages the receiving, sending and maintenance of student records.
• Assists in the coordination of student registration.
• Receives and enters student enrollment information for both returning and new students.
• Maintains student/parent/guardian information for both returning and new students.
• Compiles an enrollment report to include the enrollment of students per teacher, subject and period.
• Ensures student schedules are entered into the system and printed for distribution.
• Performs all attendance duties.  Implements new guidelines for attendance into existing procedures.
• Acts a resource for school and District personnel as well as a leader within the location’s office.
• May be asked to prepare materials for the Governing Board. 
• Serves as school registrar and student record keeper.
• Maintains the flow of positive behavior incentives and awards on a regular basis.