Head Building Secretary

Head Building Secretary

Performs a variety of clerical and secretarial duties for the efficient and effective operation of the school administrative offices. Coordinate the office and other activities for the betterment of students, instructional staff, support staff, as well as parents and members of the community.

Qualifications:

• High school diploma or general education degree (GED)
• Three years of related experience

Required Knowledge, Skills, and Abilities:

• Ability to work effectively and positively with others
• Ability to communicate ideas and directives clearly and effectively, both orally and in writing
• Effective active listening skills
• Organizational, time management, and problem-solving skills
• Ability to generate correspondence and work independently
• Computer skills
• Multitasking skills
• Ability to utilize appropriate computer software and programs
• Knowledge of modern office practices, procedures, and equipment
• Ability to prioritize and complete job assignments
• Proper telephone techniques and etiquette

Essential Functions:

• Assist in the coordination and implementation of security measures to ensure the safety of students, staff, and school community members
• Perform research for principal or designee; collect data and compile information, edit communication/newsletters to parents, students, staff, and the community; arrange for distribution
• Receive, screen, route, or reply to all mail and email communications as appropriate
• Receive and screen phone calls and visitors to the administrative school office
• Provide information, direct phone calls, and visitors to the proper place/person in the school
• Receive and account for all monies collected in conjunction with fundraising and other school activities; maintain financial records and billings
• Assist with building the budget
• Assist in recording student attendance and daily attendance reports for the building
• Enroll, register, and withdraw students
• Maintains good relationships with PTO/PTA representatives and acts as a liaison between school and home for PTO when appropriate
• Schedule appointments and maintain calendars for meetings, conferences, and building use
• Coordinate a variety of office functions and communications; prepare and accurately maintain a variety of reports, records, and files related to students, staff, operations, and activities
• Prepare transcript requests, including those for withdrawn students
• Maintain records for visitors to the building and student check-ins and check-outs
• Administer first aid and assist with the school health clinic as needed
• Contact parents/emergency contacts when needed and appropriate
• Prepare both statistical and routine reports, memoranda, bulletins, etc.
• Maintain and account for requisitions and purchase orders
• Coordinate maintenance, repair, and supplies for copy machine, fax machine, and other office equipment
• Distribute and collect staff leave forms and process time sheets for the building as appropriate
• Contact the parents of students who have not reported to school by the designated time
• Assist with the purchase order process, including requisitions, supplies, and inventory
• Assist the EMIS coordinator where needed to process EMIS information, e.g., change of address, phone number, guardian, registration, etc. in the student management system and the learning management system
• Make contacts with the public with tact and diplomacy
• Maintain respect at all times for confidential information
• Interact in a positive manner with staff, students, and parents
• Attend meetings and in-services as required
• Promote good public relations and customer service

Other

Duties and Responsibilities:

• Respond to routine questions and requests in an appropriate manner
• Issue appropriate passes to students
• Assist with building AESOP needs as requested by the supervisor
• Assist in the preparation of academic progress reports
• Perform other duties as assigned by the Principal or Superintendent

Equipment Operated:

• Copy machine
• Calculator
• Computer/printer
• Fax machine
• Telephone/cellular phone
• Postage machine
• Other office equipment as needed

Additional

Working Conditions:

• Exposure to blood, bodily fluids, and tissue
• Exposure to loud noises
• Interactions with unruly children
• Repetitive hand…