Office Secretary

Middle School Head Secretary

Qualifications:

High school diploma or General Education Degree, preference may be given to applicants with college education. Previous secretarial experience as determined by the Board. Knowledge of word processing, databases, spreadsheets, and reports. High level of competence in typing, filing, and general computer knowledge. Knowledge of automated office equipment and efficient office procedures. Good telephone skills and ability to communicate effectively. Work well with students, staff, and the public.

Work well under pressure and deadlines. Excellent organizational skills. Maintain confidentiality of staff and students.

Primary Responsibility To:
Building Principal

Job Summary:

To assist the building principal in the efficient operation of the school so a maximum positive impact can be made on the education of secondary school students. To carry out all secretarial and clerical duties necessary for the smooth and efficient operation of the office.

Major

Duties and Responsibilities:

• Interacting with students and the public
• Managing the daily operations of the school office
• Supervising and supporting office staff and reception duties
• Serving as the primary point of contact for parents, students, staff, and community members
• Maintaining student records, attendance, enrollment, and confidential files
• Assisting administrators with scheduling, communication, reports, and school operations
• Coordinating substitute coverage, staff absences, and front office logistics
• Handling phone calls, emails, visitor check-ins, and customer service concerns professionally
• Preparing correspondence, newsletters, agendas, and school communications
• Assisting with state reporting, testing coordination, and compliance documentation
• Maintaining calendars for administrators, meetings, and school events
• Supporting student discipline procedures and documentation in systems such as Infinite Campus
• Coordinating transportation, deliveries, and communication with district departments
• Maintaining professionalism, confidentiality, and positive relationships with staff, students, and families
• Assisting during emergencies, drills, and crisis situations
• Supporting school wide events, registrations, orientations, and parent conferences
• Ensuring the office environment remains organized, efficient, and welcoming

Records and Reports:

• Maintain accurate enrollment and attendance records for various reports and forward to the district clerk as needed
• Run daily tardy reports and mail attendance letters home when necessary
• Prepare quarterly state attendance reports
• Send student records as requested by schools and promptly request newly enrolled student records from other schools
• Be responsible for maintaining accurate teacher and student accounts, including receipting, counting, and depositing all money received
• Maintain records on all accidents, incidents, fire drill, and suspension notices, forwarding copies to the district office
• Prepare such documents as reports, staff duty rosters, correspondence, handbooks, letters, student records, memos, and monthly statements
• Maintain employee records, such as absences, and submit to the district office monthly
• Prepare a monthly substitute teacher report for the payroll department of the district

Miscellaneous Office Tasks:

• Call and schedule substitute teachers and prepare their timesheets
• Maintain a well organized, up to date filing system
• Operate equipment, such as computers, copiers, intercom systems, calculators, laminators, telephone systems, and scanners
• Assist the building principal in processing incoming supplies and equipment, checking original purchase orders, authorizing purchases, and submitting appropriate paperwork to the district office to facilitate proper payments for goods or services received by the school

Other:

• Assist teachers in preparing instructional material as requested within the allowable time frame as set forth by the building principal
• Assume the duties of the bookkeeper when the bookkeeper is absent
• Exercise administrative authority and perform such tasks as may be delegated by the principal
• Make necessary administrative decisions in the absence of the building principal
• Keep immediate supervisor informed of activities and any issues that may arise
• Attend faculty meetings as required
• Assume responsibility for his or her continuing professional growth and development by attendance at in services or trainings
• Seek assistance should emergencies arise
• Represent the school district in a positive manner
• Know and follow school district policy and chain of command

Benefits:
District benefit package for full time employees working 20+ hours per week:
Medical/vision/dental insurance $30,000 life insurance with option to purchase additional coverage Employee assistance program (EAP) Unlimited accumulation of sick leave Personal, bereavement, professional leave, vacation (if applicable) Credit reimbursement of up to $300 per year

Evaluation:
Performance of this position will be evaluated annually by the…