Teachers' Secretary

Middle Or High School Teacher's Secretary

Under the direction of the principal, the Middle or High School Teacher's Secretary serves as a vital anchor for the school community, managing the essential operations and administrative functions that allow for a focused learning environment. This position acts as the primary point of contact for families and visitors, ensuring a secure and welcoming atmosphere through professional communication and diligent front office management.

Beyond daily reception, the role is responsible for the meticulous oversight of student data, attendance tracking, and the maintenance of confidential records in strict compliance with federal and local mandates. This role directly aligns with the HCPSS Strategic Call to Action by fostering a safe, inclusive environment and ensuring organizational efficiency, which allows the school to focus on the mission of cultivating a vibrant learning community where every student thrives.

This staff person also may serve as a back up for other support staff during non-peak times.

Minimum Qualifications

• High school diploma or equivalent (must scan and upload to the online application at the time of submission). Foreign credentials must be evaluated as U.S. High School diploma or above by an MSDE approved organization.
• One year of general administrative or clerical experience. An Associate Degree or the successful completion of 60 credit hours from an accredited college or university may be substituted for up to two (2) years of the required experience.

Essential Position Responsibilities

• Front Office Coverage:
  Reception & Security:
  Serve as the primary point of contact for the school community; manage visitor check-ins and monitor main entrances to ensure a secure environment.
• Communication Management:
  Handle high-volume phone calls and inquiries from families and staff with professionalism and timely message routing.
• Operational Support:
  Provide essential clerical and administrative assistance to teachers and administrators to facilitate smooth daily school operations.
• Attendance Tracking & Record Keeping:
  Manages, collects, and processes daily student attendance records, including absences, tardies, and early dismissals, accurately entering data into the student information system (SIS).
• Reviews and verifies all documentation (notes, emails, medical notes) submitted to excuse student absences, determining if they meet established criteria.
• Generates and distributes daily and other periodic attendance reports (e.g., tardy reports, monthly summaries) to administrators, teachers, and district personnel.
• Substitute Coverage:
  Coordinate substitute teacher and staff coverage by managing requests, assigning substitutes, communicating schedules, and ensuring adequate coverage to support daily school operations.
• Field trips/School Events:
  Organize, collect, and verify all required documentation for field trip requests, ensuring accuracy, completeness, and compliance with school and district guidelines prior to submission.
• Maintain and manage a comprehensive spreadsheet of all after-school activities, including homeroom teacher assignments; create and distribute updated rosters to staff.
• Communicate roster updates to teachers and ensure all required space requests are submitted and approved in advance.

Essential Knowledge, Skills, and Abilities

The below list is a summary of the knowledge, skills, and abilities required for success in this position, not an exhaustive or comprehensive list.

• District Liability & Policy:
  Thorough understanding of school and district field trip regulations, including chaperone-to-student ratios, transportation protocols, and insurance requirements.
• Facility Management Procedures:
  Familiarity with school space-use policies and the specific software or approval workflows required to reserve rooms, gyms, or outdoor areas.
• Data Organization Standards:
  Knowledge of best practices for maintaining living documents (spreadsheets) that require frequent version control and real-time updates.
• Safety & Compliance:
  Understanding of student privacy (FERPA) as it relates to sharing rosters and emergency contact information with after-school…