Job Description
Scope:
The Head Secretary will be responsible for providing high level secretarial support to the building Principal as well as organizing, validating, and maintaining records and data as defined by the Principal. Responsibilities:
Identify, execute and manage deadlines, action items, and related schedules which ensure timely processing of required actions. Coordinate materials for Principal's meetings; including but not limited to, preparation of meeting agendas, compilation of materials for distribution, and the creation of a subsequent list of action items requiring the Principal's or designee's follow-up. Enter, develop, and distribute varied reports, including, but not limited to, budget/accounting reports, attendance reports, charts and graphs. Maintain the Staff Absence Management System by monitoring absences and recording and editing absences as necessary. Keep accurate records of the attendance for teachers, tutors, classroom instructional assistants, custodians, secretaries and all other building employees. Assist the Principal with substitute coverage by utilizing the online Attendance Management system and working with the Substitute Teacher service. Assure accurate payroll reporting, including custodians' building rentals. Maintain / update the school master calendar and the district master calendar as it relates to the Middle School. Create charts, graphs, reports, and presentations as required by the Principal. Handle telephone contacts including, but not limited to, screening, responding to, and directing calls as necessary. Coordinate meetings and calendars via computer. Update and maintain the school website at the direction of the principal. Notify the school community of events through the use of the district notification system. Maintain a positive interface with students, parents, staff and the public. Process and maintain expenses, purchase orders and invoices as necessary through computer-based systems and manually. Track and measure expenses against budget. Assist with annual Strategic Schools Profile. Create and maintain department files in accordance with established guidelines and retention requirements. Collect, verify, record, and/or distribute all monies for school clubs, activities, programs, and fundraiser, as required Maintain accounting and reconciliation for all school accounts in appropriate software Process entry and exit paperwork for all students including change of address. Sort and process regular and overnight mail on a daily basis. Perform other projects and duties/responsibilities as necessary and required by Building Administrator and /or designee. Skill Requirements:
Ability to communicate with all organizational levels through proven verbal/written skills Ability to identify, prioritize and complete multiple projects on-time and within required deadlines. Demonstrated proficiency using Microsoft Office Suite, Google Office Suite, and ALIO/LINQ
software and willingness to learn and increase proficiency in necessary software systems, in accordance with job demands. Proficiency with email software packages including creating contacts, groups, and calendar entries Ability to function effectively with minimal supervision (Self-directed, organized, and detail-oriented). Excellent communication and interpersonal skills. Ability to work well with colleagues, parents and the general public. Understand the demands of the job and solid ability to multitask. Qualification Requirements:
High School Diploma required. Associate Degree preferred. 3-5 years solid business office experience is preferred. Demonstrated success working in a time-sensitive environment requiring minimal direction. Compensation:
The salary for this position is determined in accordance with the provisions of the current Stratford Association of Educational Secretaries contract. Full Year position. Grade 12- Head Secretaries (Full Year); 1.0 FTE Physical Demands :
The physical demands described here are representative of those that are typically met by an employee in order to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, employees often stand, walk, sit, bend, lift, stoop, kneel, climb stairs and work throughout the day at a computer station. The employee may be required to reach with hands and arms. Specific vision abilities typically include vision, distance vision, and the ability to adjust focus.
