A Secretary performs office administrative work and provides administrative assistance to an office staff. Organizes files and assists with record keeping and data base management. Manages office calendars and helps to organize office workflow. Provides administrative support for reports and budgets. Documents office expenses. May handle phone inquiries. May help to arrange travel for office staff.
Employed as a 10-month Main Office Secretary who works with students, parents, school administrators,teachers, and others as needed. Tasks include all aspects of office work.
GENERAL STATEMENT OF DUTIES
1. Maintains accurate and up-to-date school registers, records, and reports through the use of our studentinformation system.2. Assists in organizing the dissemination of school-related materials as needed.3. Assists with composition of correspondence, notices, newsletters, reports and other material fromrough draft, straight copy4. Greet students, staff, and visitors while actively monitoring entry points, operating the electronicbuzzing system, and enforcing visitor policies by checking identification, issuing badges, andmaintaining accurate sign-in logs.5. Provides office support as necessary for the Dean of Student Life, Director of Student Services,Academic and Vocational Assistant Principals, and the Principal6. Attends meetings and workshops as needed7. Assists in answering incoming calls, channels them to proper staff, and takes messages. Assists withoutgoing calls as needed.8. Operates all office machines and the campus-wide communication system.9. Collaborates with all administrative assistants10. Assists with the coordination of all field trips, including yellow and white bus reservations11. Works with the Dean of Students on transportation, i.e., contacts out-of-district superintendents toobtain their transportation providers, keeps an up-to-date list of contact information for transportationproviders, works with the schools contracted bus company on changes and/or updates to thein-district bus routes spreadsheet. Hires all buses requested for field trips.12. Maintains and updates the school events calendar, i.e., field trips and on-campus activity requests.13. Tracks daily student attendance, retrieves attendance calls from voicemail systems, logs incomingattendance calls, contacts parents/guardians of students not accounted for, and enters studentattendance data into the schools student information system.14. Responsible for updating student files in the file room, purging records as directed, filing of reportcards, transcripts, testing results, and other pertinent student information as needed.15. Participates as an active member of the Safety Committee16. Performs any other work assignments as directed by the Principal or their designee.
QUALIFICATIONS
General1. Demonstrates ability to work in a self-directed, caring, positive, constructive, and cooperative mannerwith students, staff, administrators, parents, volunteers, and all others2. Dependability in attendance, work ethic, consistent high-quality work, and productivity3. Demonstrates ability to communicate effectively4. Ability to work in close proximity to high school students5. Demonstrates confidentiality in personnel and student matters6. Ability to work independently within a team of other staff members7. Ability to devise and amend office procedures to maximize efficiency, accuracy, and timeliness ofcritical tasksSpecific1. Knowledge of Microsoft Word, Excel, and Google Suite.2. Demonstrated ability to be a creative problem solver3. Eagerness to try or implement new practices and procedures with respect to all aspects of the job4. Demonstrates ability to write original memos or letters, create forms and processes, seek and followup on information from a variety of sources5. Proficient typing skills6. Ability to operate copiers, postage meters, shredders, laminators, etc.7. Ability to look and plan ahead in an effort to assist in large office projects8. Organizational ability9. Use of PowerSchool to manage and report data for students, teachers, schedules, biographicalinformation, lockers, etc.
