Building Secretary

Building Secretary (to Principal)

Immediate Supervisor: Building Principal

Summary: Provides administrative/secretarial services necessary to assist the building principal. Promotes a positive image of the school through interactions with parents, students, staff, and community members.

• Receive calls and visitors to the school office, answer questions and refer to the appropriate school staff.
• Maintain strict confidentiality and project a professional image when handling sensitive and confidential situations and information.
• Enter and compile accurate data (e.g., student information, District time‑keeping system, calendars, budget, newsletters, staff attendance, substitute log, etc.) to comply with financial, legal and/or administrative requirements.
• Compose a wide variety of documents (e.g., school newsletter, correspondence, agendas, minutes, staff bulletins, reports, etc.) to communicate information to school and district personnel, the public, state officials, etc.
• Coordinate a variety of programs and/or activities to ensure availability of facilities and/or equipment according to District guidelines.
• Create and maintain manual and electronic documents, file and record data (e.g., student enrollment/withdrawal information, emergency cards, discipline referral information, student attendance records, contracts, time logs, keys work orders, reports, etc.) to provide up‑to‑date reference and audit trail.
• Monitor assigned activities and/or program components (e.g., school site budget, account expenditures, purchase order documentation, account balances, grants, etc.) to ensure compliance with financial, legal and/or administrative requirements.
• Monitor students referred to the main office for illness, discipline, etc. to ensure their safety and welfare.
• Participate in meetings, workshops and seminars as assigned.
• Analyze and process documents and materials (e.g., requests for field­trip transportation, enrollment/withdrawal, student daily attendance logs and reports, report cards, discipline referrals, reports, etc.) and disseminate information to appropriate parties.
• Research a variety of topics to address a variety of administrative requirements.
• Respond to inquiries from a variety of internal and external parties (staff, parents, students and public) to provide information and facilitate effective communication.
• Support other administrative personnel and provide assistance with administrative functions.
• Present information on administrative procedures, services, regulations, etc. to train and orient other building personnel.
• Coordinate school maintenance and inventory needs. Process work orders and order supplies as needed.
• Open, read and distribute mail.
• Manage personnel leave/substitute teacher documents.
• Regular and reliable attendance.
• Other duties as assigned.

1. Quality of Work: Work is correct, precise, and neat; confidentiality is maintained; work product presents a positive/professional appearance.

2. Quantity of Work: The amount of work performed reflects high productivity; industrious; carries a fair share of workload; seeks additional tasks.

3. Knowledge of Job: The job and job‑related responsibilities are well understood and reflected in performance; exhibits continuous improvement and ongoing learning.

4. Creativity/Problem Solving: Offers new ideas and suggests innovative and better ways of performing tasks.

5. Interpersonal

Skills:

Works collaboratively with others; courteous; polite; pleasant; promotes a positive image in contacts with co‑workers and district’s customers.

6. Dependability: Completes work in a timely fashion; reliable; punctual; consistent attendance; stable and calm in crisis or emergency; works independently.

7. Professional Appearance: Dress is acceptable for the job; appears clean, well‑groomed and professional.

8. Organizational

Skills:

Exhibits ability to prioritize work; organizational skills enhance productivity.

9. Technical

Skills:

Proficiency in required computer applications to maximize efficiency.

10. Written/Verbal Communication: Conveys information and ideas accurately and clearly to meet the needs of the…